Deputy Director

Deputy Director—Hermitage Santa Barbara

Location:  Santa Barbara, California

Reports to:  Hermitage Santa Barbara Executive Director

This is a full-time position that involves working primarily in a small, quiet beautiful office in downtown Santa Barbara. The role involves managing and administrating the Hermitage Santa Barbara’s day-to-day tasks (85%) and managing administrative tasks related to several small business family trusts (15%).  The position is primarily on-site, although the Deputy Director may work some hours remotely.

ABOUT HERMITAGE SANTA BARBARA

Hermitage Santa Barbara is a private operating foundation that offers an outstanding collection of original sculptures, inspired by whimsy and humor. Works of art are on display in both indoor and outdoor settings. The collection includes more than 260 bronze busts:  43 presidents,126 authors, 72 composers, and 22 others.  Many of the sculptures, including life-sized bronzes, are mounted outdoors in a unique setting with thousands of remarkable subtropical plants, including rare and exotic flowering trees. Please visit the foundation’s website at www.hermitagesb.org to learn more about the Hermitage Santa Barbara.

ABOUT THIS POSITION

We are seeking a highly organized, proactive, and professional Deputy Director to facilitate the smooth business functioning of the Hermitage Santa Barbara by managing and supporting a multifaceted program including the day-to-day tasks of the organization, communicating and collaborating effectively with the small executive team consisting of the Executive Director, Director of Operations, Finance Director, the Board of Directors, and all business and professional consultants. The ideal candidate should possess exceptional organizational and people skills, strong attention to detail, and the ability to handle multiple tasks efficiently while maintaining a high level of confidentiality regarding the founder’s family matters.

This role offers an exciting opportunity to join a growing and evolving private operating foundation with its rich and whimsical collection of art, rare plants, and botanical gardens to further support the Santa Barbara community. If you are a team player, an organized, tech-savvy, detail-oriented individual with excellent communication skills, an appreciation of art, and a sense of humor, we encourage you to apply for this position.

Hermitage Santa Barbara is an equal-opportunity employer. The Hermitage does not discriminate against any person because of race, creed, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or political affiliation. We encourage all qualified applicants to apply.

RESPONSIBILITIES INCLUDE

1. Communication and Correspondence:
   • Support the Executive Director by accurately and professionally drafting policies, presentations, procedures, reports, and marketing materials and helping to implement them
   • Facilitate effective communication and calendaring within the Hermitage Santa Barbara executive team (Executive Director, Director of Operations, Director of Finance, Board of Directors, and outside consultants), ensuring timely and accurate dissemination of information

2. Information Management and Systems:
   • Maintain confidential files and records, ensuring authorized access to relevant documents when required
   • Manage and expand Hermitage databases
   • Maintain familiarity with the finances of the Hermitage by working closely with the Finance Director on budgets, tax forms, sales receipts, and other documents
   • Research and implement improved systems for the above

3. Tour Coordination:
   • Manage docent program and training
   • Manage tour requests, schedule tours and guest museum/garden visits
   • Coordinate parking, and HVAC controls
   • Assist the Executive Director in coordinating, developing, and researching Hermitage education programs

4. Operations Management:
   • Interface with the Operations Director, museum employees, consultants, and contractors as needed to ensure smooth operations
   • Assist with inventory and ordering of supplies
   • Oversee technology upgrades and maintenance as needed
   • Coordinate plant sign updates
   • Collect data and prepare reports or summaries for the Executive Director

5. Meeting Support:
   • Prepare agendas, minutes, and action items for Board and staff meetings, ensuring follow-up on action items
   • Organize and coordinate logistics for meetings, such as catering, set-up, and audio-visual equipment
   • Collect data and prepare reports and/or summaries for the Executive Director

6. Relationship Management:
   • Build and maintain positive relationships with Hermitage stakeholders, representing the Hermitage professionally
   • Coordinate/follow up on tasks and commitments to ensure deadlines are met

QUALIFICATIONS

• Minimum of three years of relevant experience managing programs and people

• Basic understanding of payroll, benefits, reviews, bonuses, retirement and onboarding of staff

• Excellent organizational and time management skills, with the ability to prioritize and multitask effectively

• Exceptional written and verbal communication skills, with strong attention to detail

• Willingness to check emails during non-business hours once or twice a month

• Proficiency with productivity tools, such as MS Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, SharePoint, graphics, and calendar management software

• Ability to handle sensitive and confidential information with discretion and professionalism

• Strong problem-solving skills and the ability to adapt to changing priorities

• Proactive and self-motivated, with a strong sense of initiative and the ability to work independently

• Collaborative, creative problem solver with consistent follow-through

• A bachelor’s degree is preferred, although extensive relevant experience can suffice

COMPENSATION

This is a mostly in-office position, with at least three to four days in the office. Occasional on-site museum work. Some tasks can be completed remotely. Benefits package and salary range $100,000 to $120,000 commensurate with experience.

TO APPLY

Please submit your resume and a one-page cover letter expressing your interest in this position and sharing your qualifications to: emma@hermitagesb.org.  Write “HSB DD Application” in the subject line of your email.