Special Assistant to the Executive Director

Overview

Job Summary: MoMI seeks a dynamic and highly organized professional to serve as assistant to the Executive Director at a museum devoted to the art, history, technology and social impact of moving image media. This is an entry-level position at an exciting institution in a moment of growth and expansion. The right candidate should be entrepreneurial, creative, and have high critical thinking and communication skills. The candidate will play a pivotal and highly visible role in the growth and success of the Museum.

Essential Duties:

• Partner with Executive Director to develop and manage efficient time management systems and tools and other operational efficiencies for the organization
• Strategize with the Executive Director to implement efficient communication with the staff and board.
• Assist Executive Director with maintaining daily schedule, priorities, and commitments.
• Manage government relations and reporting to city, state and federal agencies.
• Promptly respond to and/or escalate communications sent to Executive Director.
• Serve as proxy and trusted intermediary of Executive Director to attend meetings, events, and other activities, as needed.
• Serves as liaison between Executive Director and Board members, Committees, Senior Staff and others.
• Collaborate across departments, especially with the development department, as needed, to create presentations for fundraising opportunities and Board Meetings.
• Enable interaction between Executive Director and staff on special initiatives.
• Be involved in scheduling events, tours, meetings, and calls; communicates agenda and details to all parties involved.
• Assist with various administrative duties as they pertain to Executive Director’s activities.
• Available to Executive Director outside regular business hours, as needed and appropriate, to attend evening and weekend events.
• Organize board meetings, prepare agendas, record minutes, and handle administrative tasks.
• Manage general office onsite duties like mail and other general tasks.

Qualifications:

• Bachelor’s degree or equivalent relevant experience
• Exceptional writing and communication skills
• High level of organizational and administrative skills
• Drive and ambition
• Understanding and support of Museum’s mission
• Interest or even experience in the fields of film, digital media and government affairs
• Exceptional interpersonal skills, demonstrating professionalism and diplomacy in all interactions with constituents
• Ability to multitask, prioritize, and manage time efficiently in a fast-paced work environment
• Ability to maintain focus and grace under pressure and tight deadlines
• Highly discreet, maintaining confidentiality at all times
• High level of personal initiative, resourcefulness and sound judgment
• The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Physical Demands & Work Environment:

The physical demands and work environment 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 occasionally

required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach

with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or

smell. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities

required by the job include close vision, distance vision, color and peripheral vision, depth

perception, and the ability to adjust focus. The noise level in the work environment is usually

moderate.