Effective October 11, 2021 all new employees at the Philadelphia Museum of Art will be required to provide proof of vaccination for COVID-19 upon hire.

We Are Committed to an Inclusive Workplace
At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

What We Do
We are Philadelphia's art museum, a landmark building, a world-renowned collection. A place that welcomes everyone. We bring the arts to life, inspiring visitors—through scholarly study or creative play—to discover the creative spirit that lies within each of us. We connect people with the arts in rich and varied ways, making the experience of the Museum surprising, lively, and always memorable.

Who We Are
Our values define who we are. They drive the way we do things and the decisions we make. We are open – we welcome everyone, opening eyes and minds to the expressive power of the arts. We are connected – we sustain and strengthen the communities we serve, bringing together diverse audiences. We are vital – we bring the arts to life, engaging visitors from Philadelphia and around the world. We are provocative – we believe that the arts can change the way we understand ourselves and how we see the world.

Working Together
We expect every employee, department, and division to work collaboratively with all others, inspired by a shared purpose. We respect each other as individuals and colleagues. We encourage innovation and support one another’s efforts, recognizing that innovation involves risk.

What We Offer**
Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

Free general admission to the museum for you and your immediate family
Discounted guest tickets for admission
Discounts on gift memberships
Special staff tours and presentations from our curatorial and conservation teams
Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees* including:

Medical, dental, and vision benefits
Fully paid short-term disability insurance, long-term disability insurance, and life insurance
Health savings or flexible spending account program
Retirement savings program with museum match
Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

Executive Assistant to the Chief People & Diversity Officer (CPDO)

Philadelphia, PA

Full Time

Experienced

We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.

How You Will Contribute

The Executive Assistant to the Chief People & Diversity Officer (CPDO) provides comprehensive administrative support to the People and Culture team, encompassing Human Resources, Diversity, Equity, Accessibility, and Inclusion (DEAI), and Training and Development. This role ensures the efficient, accurate, and confidential management of People & Culture operations, collaborating closely with HR and Diversity teams as well as other senior executives to support cross-departmental initiatives and maintain smooth departmental functions.

Specifically, you will:

Administrative Support:

Assist the CPDO with scheduling meetings, preparing agendas, managing calendars, and coordinating communications.
Create and manage presentations, proposals, and internal/external reports.
Review and manage briefings, correspondence, and other written materials for quality and consistency.

Document Preparation and Review:

Help prepare, draft, and review contracts, policies, procedures, bylaws, resolutions, and other governance documents.
Maintain employee records and HR databases with accuracy and confidentiality; manage data entry for new hires, terminations, and changes in the HRIS system.

HR Support:

Act as a liaison to the CPDO, coordinating communications, scheduling meetings, and monitoring costs with senior management.
Provide administrative support for collections, fundraising, and compliance with federal, state, and local employment laws and regulations.
Coordinate new hire onboarding activities, including preparing paperwork and conducting orientations.
Support annual audits, compensation changes, and the Open Enrollment process.

Project Management:

Assist with policy development and implementation, communicating updates to employees as necessary.
Manage credit cards and invoices for the CPDO and designated teams.
Coordinate annual employee appreciation events and other culture-focused initiatives.

Communication and Coordination:

Monitor emails and serve as a point of contact for employee inquiries and concerns, providing guidance and assistance as needed.
Collaborate with the Board of Trustees Liaison and Trustees on various needs and requests.
Attend meetings with the CPDO and other Executive Office staff as assigned.

Compliance and Confidentiality:

Ensure compliance with health and safety protocols, maintaining confidentiality and adhering to all museum protocols, procedures, rules, and policies.
Assist in maintaining communication with the City of Philadelphia, the Attorney General's Office, and other city agencies as needed.

Your background and experience include:

Bachelor’s degree preferred or equivalent experience
Minimum of 3 years providing administrative support, preferably in a legal or HR environment.
Experience with HRIS databases; proficiency in ADP system is a plus.
Strong computer skills, including expertise in MS Office (Word, PowerPoint, Excel, Outlook), Adobe, and AI software.
Excellent written and verbal communication abilities.
Highly organized and detail-oriented, with the capability to manage multiple priorities and deadlines.
Professional demeanor with the ability to handle confidential information discreetly.
Strong analytical, problem-solving, and customer service skills.
Experience in a union environment or nonprofit sector is preferred.

Position and Compensation Details

The salary for this position is $50,000.
This position is Full-Time, Exempt, and 35 hours per week.
This position reports to the Chief People & Diversity Officer (CPDO).
Physical requirements:
- Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

Institutional Requirements

Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums.
Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.
Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences.
Maintains confidentiality.
Adheres to all museum protocols, procedures, rules, and policies.

Application Timeline

Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

What We Offer

Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

Free general admission to the museum for you and your immediate family
Discounted guest tickets for admission
Discounts on gift memberships
Special staff tours and presentations from our curatorial and conservation teams
Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees including:

Medical, dental, and vision benefits
Fully paid short-term disability insurance, long-term disability insurance, and life insurance
Health savings or flexible spending account program
Retirement savings program with museum match
Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

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In 500 words or less please share some examples that demonstrate your commitment to advancing diversity, equity, inclusion, and access in your experience, and how will you do so in this position.*

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To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

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A “disabled veteran” is one of the following:
- a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
- a person who was discharged or released from active duty because of a service-connected disability.
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Free general admission to the museum for you and your immediate family

Discounted guest tickets for admission

Discounts on gift memberships

Special staff tours and presentations from our curatorial and conservation teams

Discounts at the museum restaurant, museum cafés, and museum retail and online stores

We offer a comprehensive benefits package for employees* including:

Medical, dental, and vision benefits

Fully paid short-term disability insurance, long-term disability insurance, and life insurance

Health savings or flexible spending account program

Retirement savings program with museum match

Paid vacation, personal days, sick days, and holidays

*Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

Executive Assistant to the Chief People & Diversity Officer (CPDO)

Apply for this position