Executive Associate
Tucson Museum Of Art and Historic Block, Tucson, AZ, United States
The Executive Associate provides high-level administrative and operational support to the CEO and Executive Team, ensuring the efficient coordination of schedules, communications, meetings, and organizational logistics. This position focuses primarily on supporting the CEO while providing secondary support to the Chief Advancement Officer. The Executive Associate handles sensitive information with discretion, maintaining the highest level of confidentiality in all interactions and record‑keeping. The Executive Associate assists with data entry and information management within key systems, including the CRM, project management tools, and SharePoint, in close collaboration with the Assistant Director of Administration and Operations. Additionally, this role supports board‑related logistics, maintains contact databases, and helps coordinate staff events and appreciation programs.
Key Responsibilities Executive Support & Calendar Management
Complete CEO scheduling and support all related meeting needs, including logistics, materials, and notes.
Draft and prepare correspondence, memos, agendas, and other communications on behalf of the CEO.
Data & Systems Support
Performs routine data entry into the donor CRM, project management platform, and executive SharePoint environment to ensure data accuracy, consistency, and compliance with organizational filing standards.
Serve as backup to the Assistant Director of Administration and Operations for routine A/P and A/R tasks and account reconciliation functions, ensuring accuracy and timeliness in activities such as entering sales reports, posting payments, preparing deposits and bills, maintaining supporting documentation, and recording accurate GL entries and expense tracking.
Board & Community Partner Support
Assist the Assistant Director of Operations and Administration in executing board logistics, including meeting setup, room and technology preparation, and materials coordination.
Maintain and update board contact information and records for board members, community partners, and key external stakeholders.
Advancement
Support Advancement by accessing and maintaining the CRM, ensuring donor records are accurate, and current.
In partnership with the Chief Advancement Officer coordinate donor meetings, events and visits including scheduling, preparation, and follow‑up.
Maintain and track the donor stewardship pipeline, including monitoring major donor activity and life events to support timely, meaningful engagement.
Staff Engagement & Event Support
Assist with staff appreciation events, employee engagement initiatives, and organization‑wide programs including logistics, communications, supplies, and post‑event follow‑up.
General Administrative Functions
Provide administrative support to the Executive Team as needed to ensure smooth daily operations.
Help maintain an organized digital and physical file system.
Support special projects and emerging priorities assigned by executive leadership.
Performs additional job‑related duties as assigned.
Qualifications
Bachelor’s degree in business administration, communications, or related field, or equivalent experience.
3+ years of executive‑level administrative support, preferably in a nonprofit or cultural organization.
Strong skills in calendar management, scheduling, and executive communications.
Proficiency in Microsoft Office, SharePoint, CRM systems, and project management tools.
Experience with basic AP/AR processes and accurate data entry.
Excellent written and verbal communication skills; ability to interact professionally with leadership, board members, and external partners.
Highly organized, detail‑oriented, and able to manage multiple priorities.
Demonstrated discretion and ability to handle sensitive/confidential information.
Collaborative mindset with a proactive, service‑oriented approach.
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Key Responsibilities Executive Support & Calendar Management
Complete CEO scheduling and support all related meeting needs, including logistics, materials, and notes.
Draft and prepare correspondence, memos, agendas, and other communications on behalf of the CEO.
Data & Systems Support
Performs routine data entry into the donor CRM, project management platform, and executive SharePoint environment to ensure data accuracy, consistency, and compliance with organizational filing standards.
Serve as backup to the Assistant Director of Administration and Operations for routine A/P and A/R tasks and account reconciliation functions, ensuring accuracy and timeliness in activities such as entering sales reports, posting payments, preparing deposits and bills, maintaining supporting documentation, and recording accurate GL entries and expense tracking.
Board & Community Partner Support
Assist the Assistant Director of Operations and Administration in executing board logistics, including meeting setup, room and technology preparation, and materials coordination.
Maintain and update board contact information and records for board members, community partners, and key external stakeholders.
Advancement
Support Advancement by accessing and maintaining the CRM, ensuring donor records are accurate, and current.
In partnership with the Chief Advancement Officer coordinate donor meetings, events and visits including scheduling, preparation, and follow‑up.
Maintain and track the donor stewardship pipeline, including monitoring major donor activity and life events to support timely, meaningful engagement.
Staff Engagement & Event Support
Assist with staff appreciation events, employee engagement initiatives, and organization‑wide programs including logistics, communications, supplies, and post‑event follow‑up.
General Administrative Functions
Provide administrative support to the Executive Team as needed to ensure smooth daily operations.
Help maintain an organized digital and physical file system.
Support special projects and emerging priorities assigned by executive leadership.
Performs additional job‑related duties as assigned.
Qualifications
Bachelor’s degree in business administration, communications, or related field, or equivalent experience.
3+ years of executive‑level administrative support, preferably in a nonprofit or cultural organization.
Strong skills in calendar management, scheduling, and executive communications.
Proficiency in Microsoft Office, SharePoint, CRM systems, and project management tools.
Experience with basic AP/AR processes and accurate data entry.
Excellent written and verbal communication skills; ability to interact professionally with leadership, board members, and external partners.
Highly organized, detail‑oriented, and able to manage multiple priorities.
Demonstrated discretion and ability to handle sensitive/confidential information.
Collaborative mindset with a proactive, service‑oriented approach.
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