Job Title:  Manager, Executive Affairs and Special Projects
Employee Type: Full-time, Exempt
Required Degree: 4 Year Degree
Manage Others: Yes

Salary Range:  $50,000 – $70,000  
Reporting to: CEO/Executive Director

Position Overview:  :  The Executive Affairs and Special Projects Officer is the principal support staff for the CEO/Executive Director and fulfills an array of strategic functions including serving as chief administrative liaison to the Board of Trustees. The person in this position provides an essential communications and logistics interface between the CEO and HMM staff, board, external partners, donors, county and patrons on a day-to-day basis. The successful candidate works proactively, anticipating needs, conflicts, and opportunities while exercising considerable judgment, initiative, and discretion, and is comfortable advancing projects with minimum supervision. The position is responsible for managing the CEO’s calendar and responding to all scheduling requests; preparing all expense reports accurately and in line with HMM fiscal policies and procedures; planning logistics and agenda items for all board and committee meetings; coordinating meeting material contents with appropriate staff; and collaborating with board members on committee reports. The position will develop and maintain positive interpersonal relations with all levels of staff, Board of Trustees, and outside contacts; and exercise a high degree of integrity while managing highly sensitive and confidential information. They will assist the Executive Director with special projects including some program initiatives and will work closely with development staff to support fundraising activities and stewardship of individual donors.

This is a new position and may evolve over time as the needs of the museum evolve.

Essential Duties and Responsibilities:

  • Coordinate calendar management, travel arrangements, professional association memberships, event attendance, and expense reporting for the CEO/Executive Director;
  • Ensure the Executive Director is provided with detailed itineraries and briefing materials for meetings and events, by developing and/or coordinating with appropriate HMM staff to create reports, briefings, presentations, and responses on organizational issues as appropriate;
  • Interact with board members, donors, community leaders, and the public on the phone, via email, at meetings, and in correspondence; greet and direct office visitors;
  • Collect, sort, and distribute office mail and voicemail; open and process all incoming mail for the Executive Director.
  • Liaise with County’s Internal Services Department for general operation support needs such as IT, security, maintenance, etc.
  • Plan and execute all meetings of the Board of Directors, board committees, Advisory Council, and special advisory committees, including annual board retreat
  • Plan and coordinate logistical support for meetings including accommodations, meals, technology support, presentation documents, and materials;
  • Take minutes for Executive Committee meetings, board meetings and other meetings as assigned;
  • Provide skilled support to the Executive Director and Senior Leadership Team on a variety of strategic initiatives, including implementation of special program initiatives;
  • Participate in/support organization-wide convenings and events, planning sessions, and working groups
  • Maintain Board-related content, cultivation and orientation packets, board service correspondence, and individual board member information files
  • Partner closely with Executive Director and Trustees Committee on board membership and recruitment processes
  • Partner with development staff to plan and execute donor cultivation events such as meetings, lunches, dinners, performances, receptions, etc. where CEO participation is needed;
  • Support executive and development staff in stewarding individual donors including board and advisory council members and funding partners;

Qualifications:

Required:  

  • 4-6 years of professional experience in administrative support or similar roles
  • Experience working directly with executive leadership, boards, donors or in fundraising/stewardship roles; past work in meeting/event planning and/or volunteer management a plus;
  • Highly organized and able to prioritize and manage multiple varied projects; specificity to detail, protocols, and professionalism, including highest level of discretion with confidential information;
  • Have strong administrative, organizational, and communication skills;
  • Outstanding organizational skills, presentation skills and communication skills – verbal, written, and interpersonal; 
  • Impeccable attention to detail; 
  • Comfort with notetaking during meetings; past experience preparing meeting minutes a plus.
  • Proficiency in Windows, Microsoft Office, and familiarity with CRM databases;
  • Self-directed and able to work independently with remote supervision;
  • A passion for/interest in working in the arts and culture sectors;
  • Past work in the arts/arts administration, nonprofits, or philanthropy;
  • Excellent written and verbal communication skills with strong attention to detail.
  • Strong problem-solving and decision-making skills with ability to manage priorities and workflows.

To Apply:

Submit letter of interest and resume to Stefanie Fornaris at sfornaris@historymiami.org.   Please be advised we are only able to contact those candidates whose skills and background best fit the needs of the positions. No calls, please.

HistoryMiami Museum provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.