Executive Assistant

4 days ago

St Petersburg, United States The Florida Holocaust Museum Full time

ABOUT THE MUSEUM


The Florida Holocaust Museum (The FHM) honors the memory of millions of innocent men, women and children who suffered or died in the Holocaust. One of the largest Holocaust museums in the country, The FHM is dedicated to teaching members of all races and cultures to recognize the inherent worth and dignity of human life in order to prevent future genocides. One of only three American Alliance of Museum (AAM) accredited Holocaust museums, The FHM boasts an outstanding collection of contemporary visual art as well as the largest Holocaust research library in the Southeastern United States. Its permanent exhibition highlights the artifacts, photographs, documents and testimonies of Holocaust Survivors and Liberators who came to settle in Florida. Please visit www.thefhm.org for more information about The FHM and its programs.


ABOUT THE POSITION


The Florida Holocaust Museum is seeking dedicated and detail-oriented Executive Assistant to join our team. In this vital role, you will provide comprehensive administrative support to our Chief Executive Officer, helping to advance our mission and enhance organizational effectiveness. The ideal candidate will be proactive, resourceful, and passionate about our cause, with a strong ability to manage multiple priorities in a fast-paced environment.


You will play a key role in facilitating communication, coordinating events, and ensuring that our Chief Executive Officer can focus on strategic initiatives.


DUTIES & RESPONSIBILITIES


  • Manages and assess daily needs and priorities of the Executive Director, including complex calendar management.
  • Facilitates Executive Director’s email and written correspondence.
  • Serves as first point of contact and liaison with a high level of confidentiality for all the Executive Director’s contacts, including Board members, donors, government officials, artists and others.
  • Receives visitors, telephone calls and mail for Executive Director; ascertains nature of business and personally handles those requesting routine information, appointments and tasks; directs remainder to appropriate official/staff.
  • Schedules appointments for the Executive Director; coordinates and schedules meetings on- and off-site; makes travel arrangements, as necessary.
  • Maintains files and records for the Executive Director.
  • Coordinates and completes projects and administrative assignments as directed by the Executive Director.
  • Coordinates Board of Directors and Committee meeting schedules; collects RSVPs for quorum; prepares meeting packets; attends meetings and takes minutes; follows up on action points.
  • Maintains Board of Directors files. Assists board members with a variety of organization specific requests.
  • Participates in certain organization committees as required. Attends committee meetings on behalf of the Executive Director as required.
  • Other duties as assigned.


QUALIFICATIONS


Education and Experience

Bachelor’s degree or equivalent experience.

  • Minimum of 5 years of experience as an executive assistant or in a similar high-level administrative role.
  • Proven experience in managing executive-level calendars and coordinating complex travel arrangements.


Knowledge, Skills, and Abilities

  • Strong written and verbal communication skills, with attention to detail and accuracy.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Demonstrated ability to handle sensitive information with confidentiality and professionalism.
  • Demonstrate ability to deal with the Board, public, volunteers, and staff in a professional, effective and courteous manner.
  • Demonstrate ability to independently prepare agendas, meeting minutes, and related complex or confidential correspondence.
  • Previous experience in a nonprofit or cultural institution is a plus.

Availability to work evenings, weekends, and holidays as needed.

Commitment to the mission and core values of The FHM.


PHYSICAL REQUIREMENTS

  • Must be able to lift 10 lbs. at times.
  • Ability to assist with event set up.
  • Prolonged periods of time sitting at a desk and working on a computer.

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