Executive Assistant, Director’s Office

Location 1103 Biscayne Boulevard, Miami, FL, 33132, United States

Base Pay $47500.00 - $57500.00 / Year

Employee Type Full-Time

Required Degree 4 Year Degree

Manage Others No

Minimum Experience 5 Years

Contact information

Name Human Resources

Email [email protected]

Description

The Executive Assistant, Director’s Office is responsible for assisting the Director in all administrative museum related activities as well as manage the board of trustees’ schedule and agendas, leveraging existing synergies between the roles.

Requirements

Required Degree Bachelor’s Degree/4-Year Degree

Qualifications

• Five years of relevant experience required; preferably in a museum setting.
• Exceptional office management and organization skills required.
• Impeccable written and verbal abilities.
• Fluency in Spanish preferred.
• Diplomatic and able to interact in both a professional and friendly manner with a wide range of people and cultures.
• Ability to manage several responsibilities and duties simultaneously.
• Ability to maintain a level of confidentiality and discretion.

Teamwork Skills

• Be an enthusiastic, helpful and positive member of the team
• Be professional, responsible and mature in conduct and behavior
• Be understanding of, encouraging to and friendly with all co-workers
• Be self-motivated and use time wisely
• Maintain open line of communications with each department on pertinent information
• Maintain effective communication by means of meetings and memorandums
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Summary

Essential Functions included, but are not limited to

• Handles all incoming correspondence to the executive office.
• Responsible for maintaining an orderly record of files.
• Handles telephone inquiries for the Director’s office.
• Welcomes all visitors and guests to the Director’s office.
• Manages director’s calendar and ensures appropriate meetings and notes are recorded on Altru
• Schedules travels for the Director (regional, national, and international).
• Coordinates and schedules board committee meetings as required.
• Coordinates and schedules Board of Trustees meetings.
• Attends Board of Trustees meetings.
• Prepares and takes care of correspondence for President of the Board of Trustees as required.
• Ensures meetings minutes are issued in a timely manner.
• Maintains correspondence and files for Trustees.
• Coordinates and prepares Trustee Handbook on an annual basis.
• Organizes post Board meeting social gatherings as required.
• Maintains a high level of confidentiality for the executive office.
• Ensures Director meets deadlines and completes pending tasks.
• Assists the Directors with Office Fellow(s) as required.
• Schedules Directors Weekly Team Meeting
• Attends internal team meetings as required.
• Purchases business gifts on behalf of Director.
• Facilitates requests from donors and Trustees (i.e. securing admission to sold-out exhibitions in national and international museums).
• Prepares PRF and monthly Amex Receipts as needed.
• Prepares PowerPoint presentations for Director’s talks/lectures.
• Completes mandatory annual AAMD surveys, requests.
• Organizes site visits for individuals as needed. This entails assisting with travel arrangements, providing pre and post visit documents, coordinating and organizing meetings and lunches with Trustees and PAMM staff, handling financial reimbursements, being the point of contact for all parties involved, and ensuring that all site visits are smooth and on schedule.
• Assists with any events or programming as required.

Find more opportunities on our PAMM page.

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