Head of Director's Office bei Aspen Art Museum

GENERAL PURPOSE STATEMENT

Reporting to the Deputy Directors, the Head of Director’s Office is a senior leadership role responsible for executive operations management and high-level administrative coordination across the museum. This position serves as the strategic coordinator for all executive-level communications, scheduling, and interdepartmental liaison activities, in support of the Nancy and Bob Magoon Artistic Director & CEO. Acting as a connective thread across departments, the Head of the Director’s Office ensures that information flows efficiently, institutional priorities are advanced, and decisions are executed in alignment with the Museum’s mission and strategic goals.

The Head of the Director’s Office will manage executive operations at the organizational level while working closely with the Executive Operations Associate to ensure seamless coordination. This position requires exceptional leadership skills, strategic thinking, and the ability to represent and communicate executive priorities with clarity and confidence throughout the organization. 

REPORTING RELATIONSHIPS

The Head of Director’s Office reports to the Deputy Directors and works closely with the Nancy and Bob Magoon Artistic Director & CEO. This role oversees the Senior Executive Assistant and works in collaboration with the Executive Operations Associate, ensuring seamless coordination of all executive functions across the museum. Serving as the senior liaison between executive leadership and department heads, the Head of the Director’s Office streamlines communication, workflow, and strategic alignment across departments. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Operations Management

• Manages comprehensive executive operations across all leadership levels and museum departments
• Oversees the Senior Executive Assistant to coordinate complex scheduling, travel arrangements, and logistical coordination
• Establishes and maintains protocols for executive communications, meeting management, and organizational workflow
• Oversees high-level administrative processes, including executive reporting, documentation, and institutional record-keeping
• Ensures strategic alignment of operational activities with executive priorities and organizational objectives

Internal Communications & Department Relations

• Serves as the primary communication authority between the Executive Team and all department heads
• Collaborates with the Executive Operations Associate to facilitate seamless interdepartmental coordination and communications
• Communicates executive decisions, priorities, and directives to department heads, maintaining consistency in executive messaging and organizational tone
• Manages and prioritizes all meeting requests across executive leadership based on strategic importance and organizational capacity
• Ensures comprehensive and timely dissemination of executive communications across all organizational levels
• Develops and implements internal communication protocols and standards museum-wide

Strategic Support & Project Coordination

• Partners closely with department heads to prepare comprehensive briefing materials for executive meetings and decisions
• Monitors project timelines and key organizational milestones, flagging issues requiring executive attention
• Supports strategic initiative implementation by coordinating cross-functional communication and follow-up
• Maintains executive dashboards and status reports on key organizational priorities
• Assists with special projects requiring executive oversight and coordination

Executive Operations Team Coordination

• Works closely with the Executive Operations Associate to ensure seamless coordination of all executive support functions
• Coordinates executive support activities across multiple departments and leadership levels
• Develops and implements comprehensive systems for executive operations workflow and efficiency optimization
• Manages operational capacity and resource allocation for executive priorities, museum-wide

Stakeholder Relations Support

• Coordinates with the Development Team on executive involvement in donor cultivation activities
• Maintains donor and stakeholder contact management systems
• Supports the Executive Team in relationship building with community partners and museum supporters
• Assists with the preparation of materials for board meetings and high-level stakeholder engagements, working shoulder to shoulder with the Board Relations Officer

Process Improvement & Organizational Efficiency

• Identifies opportunities for improved executive efficiency and interdepartmental collaboration
• Develops and implements administrative systems and procedures
• Ensures consistent organizational messaging and maintains institutional memory

KNOWLEDGE, SKILLS, AND ABILITIES

Required Qualifications:

• Bachelor's degree in business administration, arts administration, communications, or related field required; Master's degree preferred
• 7-10 years of progressive experience in executive operations and management roles, with demonstrated leadership experience
• Minimum 3-5 years of experience in high-level administrative coordination in cultural/nonprofit organizations
• Proven track record in developing and managing executive communication protocols and organizational systems
• Exceptional leadership and coordination skills with the ability to work effectively across multiple departments
• Outstanding written and verbal communication skills with the ability to authoritatively represent executive voice and maintain "Nicola Lees voice" with consistency

Technical Skills:

• Advanced proficiency in Microsoft Office Suite and Google Workspace
• Experience with project management and scheduling software
• Strong note-taking and briefing preparation skills

Leadership Competencies:

• Ability to exercise discretion and maintain absolute confidentiality
• Proactive problem-solving with a solutions-oriented approach
• Cultural competency and the ability to work with diverse stakeholders
• Professional presence suitable for high-level internal and external interactions
• Flexibility and adaptability in a fast-paced, dynamic environment

WORKING CONDITIONS & EXPECTATIONS

• Position is in-person full-time at the Aspen Art Museum   
• Flexibility for evening and weekend availability during special events and high-priority initiatives
• Occasional travel for executive support and organizational meetings
• Professional presence required for executive-level interactions and department head meetings