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2 months ago
The United States Holocaust Memorial Museum is a federally chartered, nonpartisan institution established by the US Congress to serve as America's national memorial to the victims of the Holocaust and as an educational institution focused on the history and lessons of the Holocaust. The Museum aims to educate individuals from diverse backgrounds and international audiences. It specializes in three key areas: Holocaust remembrance, scholarship, and education, as well as genocide prevention.
In fulfilling its significant memorial and educational mission, the Museum is guided by core institutional values: honoring the memory of the victims, conducting work with dignity, humility, integrity, and respect for others, and striving for excellence through teamwork, rigor, and a culture of continuous learning. Respect for others is fundamental to fostering trust, collegiality, and inclusion.
About the Role
This position is part of the Levine Institute for Holocaust Education and Museum Experience and Digital Media, reporting directly to the Director of Operations.
The role entails providing comprehensive administrative support to ensure the effective utilization of the Director's time and to facilitate productive interactions with staff. Responsibilities include managing a variety of administrative tasks and independently initiating and implementing processes to oversee projects, information, and personnel. This includes managing the schedules of the Levine and MEDM Directors, preparing for meetings, following up on tasks, and arranging travel. The position requires the development of positive and strategic relationships at all organizational levels, utilizing discretion and judgment to support the Director's activities while maintaining confidentiality.
This position is hybrid telework eligible, within the local commuting area.
Key Responsibilities
Administrative Support:
- Oversee the routine administrative tasks for the Director, including calendar management and meeting arrangements for the Directors of Levine and Museum Experience and Digital Media. This involves serving as the primary contact for scheduling and rescheduling meetings, informing participants of the agenda, and ensuring all necessary background information is provided in advance.
- Prioritize inquiries and requests, troubleshoot conflicts, and make recommendations to ensure smooth daily operations. Ensure all activities are scheduled and that the Directors are fully prepared with meeting materials.
- Keep the Directors updated on developments requiring their immediate attention.
- Manage meeting logistics, including scheduling, agenda preparation, reserving spaces, and distributing materials.
- Coordinate domestic and international travel arrangements for the Directors and visiting VIPs.
- Prepare and submit expense reports and travel vouchers for the Directors.
- Provide limited administrative support to other senior members of the office as needed.
- Coordinate tasks assigned to staff, compile reports, and prepare correspondence for the Directors' review.
- Monitor incoming and outgoing correspondence on behalf of the Directors.
- Facilitate presentations, including preparing necessary materials.
- Act as the point of contact for office staff to report and track issues for a team of over 30 individuals.
- Assist the Director in managing the Education Committee by handling attendee lists, creating agendas, and preparing materials. Manage invitations and reminders for meetings, and take minutes during sessions.
Other responsibilities as assigned.
Minimum Qualifications
- 5+ years of professional administrative experience, including at least two years in executive support roles.
- Strong communication skills, both written and verbal, with the ability to engage with a diverse range of individuals.
- Proficiency in creating presentations and documents that effectively convey information.
- Attention to detail and the ability to manage multiple projects simultaneously.
- Expertise in Microsoft or Google applications, including Calendar, Docs, Sheets, and Slides.
- Demonstrated initiative and critical thinking skills.
- Ability to work collaboratively and maintain professionalism in a dynamic environment.
- Proactive problem-solving skills and a positive approach to challenges.
- Familiarity with the Museum's mission and objectives.
The U.S. Holocaust Memorial Museum offers a comprehensive benefits package for eligible employees, including generous paid leave, health, dental, and vision insurance, flexible spending accounts, retirement plans with employer contributions, and various insurance options. The Museum supports work-life balance and provides flexible scheduling options.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
