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POSITION SUMMARY:The Administrative Specialist is responsible for managing the Executive Office and for providing administrative support to the President and CEO and the Chief Operating Officer. The position will also support key fundraising functions for the President and CEO and the Trustees and Governors.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Manages all communications for the Executive Office including correspondence, compiling reports and customer relations
- Manages the Executive Office calendars, all travel and meeting arrangements as well as logistical support for on-site meetings.
- Prepares briefing materials and itineraries for meetings, speaking engagements and travel.
- Maintains knowledge of organization/departmental structures and the staff and communicates with all staff and Sr. Staff members as required. Schedules and sets up monthly All Staff Meetings.
- Supports the stewardship of the President/CEO’s major donor portfolio and supports the Board of Trustees /Board of Governors to ensure they meet their annual financial goals, including prospecting, tracking, campaigns, committees and task groups.
- Ensures an open door policy is adopted for the President/CEO and interacts with all levels of Museum constituents including Board members, donors, staff, and volunteers.
- Maintains communication and coordination with required external associations and organizations that the Executive Office works with on an ongoing basis, e.g., American Alliance of Museums, Smithsonian Institution, etc.
- Tracks Executive Office Business Unit budget and in conjunction with Manager of Board Relations tracks Leadership Campaign pledges, contributions and solicitations made by Board of Trustees and Governors.
- Attends external activities as directed by the President/CEO.
- Deals with confidential matters.
- May require occasional travel to off-site venues for Board Meetings and will include some evening and/or weekend hours to assist as needed with member/donor events, exhibition openings, programs and various meetings.
- Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year: a) National Museum’s Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May) b) National Museum’s Family Festival Day- Oshogatsu Festival Day (January) or Natsumatsuri Festival Day (August) c) Free Family Days – Free Admission Family Days held on select Saturdays of the month.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: Bachelor’s degree or an equivalent combination of education and experience.
Experience/Knowledge: At least 5 years of advanced professional administrative assistance experience and 3 years of successful project management experience. Experience coordinating both on-site and off-site meetings, conferences and special events. Experience in donor relations and comfort with donor tracking software. Previous experience working in complex nonprofit environments such as museums or universities with volunteers and board members desired. Experience working in a diverse, multi-cultural environment is preferable. Excellent organizational skills and attention to detail.
Communication: Excellent communication and negotiation skills. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format.
Computer: Tech savvy – facility with spreadsheets, databases, online research and donor tracking software is required.
Physical: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Environment: The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
President /CEO and COO
Positions supervised: None
The Japanese American National Museum reserves the discretion to change this job description at any time.The Japanese American National Museum is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to their race, religion, ancestry, national origin, sex, sexual orientation, age, genetic information, disability, marital status, domestic partner status, or medical condition.