POSITION SUMMARY:

The Executive Assistant is responsible for managing the Executive Office and for providing administrative support to the Executive Office, which includes the President and CEO, the Chief Impact Officer and Chief Financial Officer. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Manages all communications for the Executive Office including correspondence, compiling reports and customer relations.

2. Manages the Executive Office calendars, all travel and meeting arrangements as well as logistical support for on-site meetings.

3. Coordinates scheduling of and records minutes for quarterly Board and monthly Board Committee meetings.  Assists in logistics for quarterly Board meetings, including on-site and off-site catering.  Manages schedule of periodic one-on-one meetings between President/CEO and board members.

4. Prepares briefing and presentation materials and itineraries for meetings, speaking engagements and travel.

5. Provides administrative support to the Executive Office in preparation and collection of financial information and reports. 

6. Maintains knowledge of organization/departmental structures and staffing and communicates with all staff and Sr. Staff members as required. Schedules and coordinates monthly All Staff meetings and weekly executive leadership team meetings. Provides support for annual holiday gatherings.

7. Ensures an open door policy is maintained for the President/CEO and interacts with all levels of Museum constituents including Board members, donors, staff, and volunteers.

8. Maintains communication and coordination with required external associations and organizations that the Executive Office interacts with on an ongoing basis.

9. Deals with confidential matters.

10. 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. Regular schedule is Monday – Friday with hybrid option to work from home up to 2 days per week.

11. 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 & Silent Auction - (off-site) typically held in the Spring (April-May) 

b) National Museum’s Family Festival Day- Oshogatsu Festival (1st Sunday in January)

c) National Museum’s Family Festival Day- Natsumatsuri Festival (Saturday in August)

This list is not exhaustive and may be supplemented as necessary.  Incumbent will perform related duties as assigned

For application and more information visit https://www.janm.org/jobs