Sterling & Francine Clark Art Institute

225 South Street, P. O. Box 8
Williamstown, MA 01267

Date Posted:
December 18, 2019

Western Massachusetts



Executive Coordinator, Director's Office

Position Summary
The Clark Art Institute seeks an Executive Coordinator, Director's Office. This position performs a variety of duties including: works closely with the Director, Board of Trustees, Director’s Council and other director’s office senior managers; coordinates Board meeting materials; maintains the Board portal making sure Board meeting documents and information is current; provide administrative support to Board of Trustees as needed; provides administrative support to the trustee Nominating and Governance Committee; draft, distribute and document call reports for the Director; document Director’s correspondence in Raiser’s Edge; organizes senior level recruitment searches for the Director; works closely with director’s office team; assists with special projects. The position requires sensitivity, appropriateness, the ability to maintain confidential information, and the ability to exercise good judgement.
Major Duties and Responsibilities (Essential Functions)
  • Point of contact for receiving and directing internal and external inquiries to the department, informing the Director or Deputy Director of appropriate issues and handling others independently. Handles incoming and outgoing correspondence for Director and Deputy Director as needed.
  • Develops relationships with trustees, patrons, donors, and VIPs.
  • Coordinates and prepares materials for trustee meetings PowerPoint presentations.
  • Maintains trustee master files.
  • Drafts, distributes and documents in Raiser’s Edge call reports for the Director.
  • Documents Directors correspondence in Raiser’s Edge.
  • Assists other departments with special projects as assigned by Director or Deputy Director.
  • Responsible for incoming phone calls to Director’s Office paying special attention to trustees, patrons and VIPs.
  • Schedules and coordinates off-site trustee, donor or VIP meetings for the Director.
  • Uses internet survey programs for meeting polls and/or assessment surveys (i.e. Doodle and Survey Monkey).
  • Uses Raiser’s Edge and Excel programs to provide assistance with reports for meetings and events, specifically working with the master event template and others to take RSVP’s and create appropriate lists required for each event.
  • Coordinates trustee meetings on and off site.
  • Serves as a communication conduit to the trustees for the Director.
  • Provides administrative support to the trustee Nominating and Governance Committee.
  • Works closely with the Chief Advancement Officer on board of trustee matters including new trustee orientations.
  • Drafts and sends trustee meeting notices, accepting RSVP’s for meetings, trustee dinner and Clark Society related events and distributing attendance information.
  • Organizes/Coordinate senior level recruitment searches for the Director.
  • Schedules staff meetings and special retreats; prepares and distributes agendas and advance materials.
  • Makes travel arrangements for the Director or other director’s office senior staff, ground, and lodging and prepares travel itineraries with attention to relevant details in close coordination with the Director and other director’s office senior staff. Provides support and makes arrangements for Director’s Office staff professional activities outside the Clark. Responsible for Raiser’s Edge data entry for, Director, call reports.
  • Coordinates confidential interviews and appointments for the Director.
  • Assists as needed with special events both on- and off-site.
  • Partners with Assistant to the Director to ensure smooth operation of the Director’s Office.
  • Other duties as assigned.
Minimum Qualifications
Education, Training, and Skills
  • High school diploma required.

Work Experience
  • Minimum of 10 years high administrative and/or executive level relevant experience preferred.
How To Apply:
Please visit
Apply by:
February 12, 2020
About this Organization:

The Sterling and Francine Clark Art Institute is one of only a small number of institutions globally that is both an art museum and a center for research, critical discussion, and higher education in the visual arts. Opened in 1955, the Clark houses an important collection including exceptional European and American paintings and sculpture, extensive collections of master prints and drawings, English silver, and early photography. Its nineteenth-century French Impressionist paintings, including more than thirty works by Pierre-Auguste Renoir, are a major strength of the collection.

 The Clark Library, open to the public with more than 240,000 volumes, is one of the nation’s premier art history libraries. The Clark also houses and co-sponsors the Williams College Graduate Program in the History of Art.

 The Clark’s 140-acre campus features scenic meadows and trails, inviting visitors to enjoy art and ideas in a setting of great natural beauty.