Executive Assistant

at  National Museum of African American Music

The Executive Assistant supports the scheduling and administrative needs of the President & CEO, has coordinating responsibilities for the board of directors and committees, and is a primary contact for external constituents of the Museum. Responsibilities require advanced level of MS Office (Excel, PowerPoint, and Word), internet research skills, and writing skills for development of complex reports and presentations. In addition, strong donor relations skills, the ability to manage multiple tasks in a fast-paced changing environment, and a willingness to engage in periodic evening/weekend activities will be important.
NMAAM is the only museum dedicated to preserving the legacy and celebrating the accomplishments of the many music genres created, influenced, or inspired by African Americans. The Museum will share the story of the American Soundtrack, integrating history and interactive technology to bring the musical heroes of the past into the present.

EDUCATION AND EXPERIENCE:

• Three (3) plus years of senior to executive-level administrative support, preferably in a corporate office environment.
• BA/BS preferred.
• Advanced level proficiency with MS Office skills to include Outlook, Excel, PowerPoint, and Word.
• Strong understanding of nonprofit organizations and familiarity with community issues.

KNOWLEDGE/SKILLS/ABILITIES:

• Supports the mission, vision, and strategic goals of NMAAM in order to serve both internal and external customers.
• Exceptional communication and interpersonal skills with the demonstrated ability to handle confidential and highly sensitive information.
• High level of emotional intelligence, demonstrated through mature interactions and professional demeanor.
• Excellent organizational skills with an ability to think proactively and prioritize work.
• Conducts self in a professional manner; maintains appropriate professional appearance.
• Participates as a team member utilizing a collaborative style to achieve mutual goals.
• Provides proactive, creative cross-functional thinking and ideas to enhance service to customers.
• An ongoing commitment to training in both areas of soft and technical skills to maintain current skills and knowledge.
• Participates in meetings or events as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide all administrative and logistical support to the President & CEO. Work closely with the President & CEO in the daily management of all appointments, phone calls, events, and other communications.
• Assures strong communications between NMAAM and all external constituents.
• Provide professional support for the President & CEO in working with the Board of Directors, committees, donors, community groups and organizations.
• Manage all preparations for Board, President & CEO, and other committee meetings as well as staff meetings including scheduling; crafting of presentation materials; obtaining materials from staff; communications with Board and committees; preparation and record keeping of meeting minutes.
• Provide research as requested by the President & CEO; prepares presentations and reports.
• Assist in the planning and implementation of special events.
• Manage travel arrangements for President & CEO and other staff members.
• Maintain all office filing and administrative records, along with vendor coordination as may be needed.
• Suggest more efficient ways to run the office and troubleshoot malfunctions.
• Perform other duties as assigned.

ALL STAFF DUTIES:

• Serves as leader to assure strong communications between NMAAM and all external constituents.
• Follows and supports policies and procedures of NMAAM.
• Actively seeks to learn the history of NMAAM.
• Supports and promotes the museum’s mission.
• Assist in the planning and implementation of special events.
• Attend staff meetings.
• Performs other duties as assigned.