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International African American Museum · 3 days ago

Executive Personal Assistant

Charleston, SC

Full-time

Onsite

Senior Level

$60K/yr - $70K/yr

5+ years exp

The International African American Museum is seeking an Executive Personal Assistant (EPA) to provide high-level relational, administrative, and operational support to the CEO. The EPA will ensure the CEO’s time and communications are optimized for maximum impact, while managing sensitive information and relationships with discretion and professionalism.

LeisureMuseums and Historical SitesNon Profit

Responsibilities

Provide executive-level administrative support, preparation, and materials review for meetings and events, media and presentations, CEO correspondence, and travel

In collaboration with Executive Administrator, provide administrative support for scheduling meetings, media, and public appearances and preparing relevant briefing materials and background

Anticipate CEO needs, previewing materials, briefings, logistics, and talking points in advance of meetings, engagements, and appearances

Serve as the interface for external communications, prioritizing and filtering information to ensure the CEO’s time is used efficiently

Co-manage and coordinate the CEO’s public schedule, appearances, and speaking engagements with Executive Office Administrator, in collaboration with communications, advancement, and programming teams

Provide discreet oversight of personal and professional tasks that ensure the CEO is well-positioned for success (e.g., wardrobe coordination for public events, gift sourcing for dignitaries, event seating plans, CEO hosting and support at events)

Manage sensitive information with absolute confidentiality and professionalism

Maintain an organized and current system for managing contacts, invitations, and follow-ups across philanthropic, governmental, and cultural networks

Track action items, commitments, and deadlines resulting from meetings and correspondence, and ensure accountability for completion

Monitor CEO movement in real time to ensure schedule fluidity, timely arrival, and seamless transitions across meetings, events, and travel. Coordinate transportation, as needed

Draft and deliver personalized correspondence, acknowledgments, and follow-up communications that authentically reflect the CEO’s tone and IAAM’s brand

Coordinate with Executive Office Administrator and IAAM department/program leads to ensure the CEO’s participation in institutional initiatives is accommodated in CEO schedule and supported with timely information

Cultivate and support relationships of CEO portfolio supporting continuity and stewardship, inclusive of key and high-level donors, dignitaries, board members, community leaders, and elected officials

Coordinate hospitality and logistics for VIP and philanthropic visits to IAAM, ensuring an experience that reflects the museum’s excellence and mission

Anticipate opportunities—such as anniversaries, honors, or milestones—to strengthen the CEO’s relationships and deepen institutional goodwill

Monitor CEO and IAAM media and social mentions, flagging opportunities, risks, or reputational moments that may require executive acknowledgment or response

Support the CEO in serving as IAAM’s principal ambassador, ensuring consistent alignment between executive engagements, institutional priorities, and museum messaging. As CEO key support staff, appear as and embody extension of brand

Qualification

Relationship managementMicrosoft Office SuiteExceptional communication skillsBachelor's degreeBusiness administration certificationVirtual meeting toolsCultural sensitivityProfessional presenceEmotional intelligenceOrganizational skills

Required

Bachelor's degree or equivalent combination of education and relevant professional experience required; additional certification in business administration, communications, hospitality, or arts management appreciated

Minimum 5–7 years of progressively responsible experience supporting a senior executive or public figure; experience within a cultural, nonprofit, or philanthropic organization appreciated

Demonstrated success managing high-profile relationships with discretion, cultural intelligence, and tact

Exceptional written and verbal communication skills, with ability to draft correspondence in executive tone that reflects institutional values

Highly organized, self-directed, and detail-oriented, with the ability to manage multiple priorities, relationships, and tasks under pressure. Quick and nimble learner excited by new opportunities and dynamic environments

Professional presence, demeanor and appearance, impeccable judgment, and emotional intelligence

Highly experienced with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), and most prevalent virtual meeting tools (Zoom, Microsoft Teams, Google Meet). Working knowledge of AI-assisted tools, database systems, and calendar management platforms required

Ability to work evenings, weekends, and occasional holidays as required to support CEO engagements, public programs, donor events, and travel

Preferred

Remains calm, solutions-oriented, and proactive in complex and high-profile settings

Ability to establish clear systems and workflows while refining and adapting them in response to changing priorities and a dynamic, high-profile environment

Handles confidential and sensitive matters with complete professionalism

Deep appreciation for African American history, art, and heritage, and the ability to represent IAAM's mission authentically. Anticipates social dynamics, reads the room, and navigates complex personalities with diplomacy and care

Connections to and/or understanding of philanthropic and civically active social organizations such as Jack and Jill, The Links, Inc., members of the Divine Nine, Junior League, and Rotary

Embodies IAAM's cultural values of history, healing, and connection through every aspect of the work