Job Listing

Assistant to the Executive Director & Secretary to the Board of Directors

The Florida Holocaust Museum, St. Petersburg

The Florida Holocaust Museum is seeking a full-time administrative professional to coordinate and facilitate the complex administrative tasks of the Executive office. Reporting to the Executive Director, the Assistant to the Executive Director & Secretary to the Board of Directors has the following responsibilities:

Responsibilities:

Assistant to the Executive Director

  • 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.
  • Reviews and briefs for the Executive Director’s attention news articles, reports, bulletins and other materials.
  • Composes letters and memoranda for Executive Director’s signature.
  • Prepares and types a variety of routine and special reports from source material in files, including confidential material.
  • Prepares purchase orders, expense reports and credit card reconciliation for the Executive Director.
  • Maintains files and records for the Executive Director.
  • Coordinates and completes projects and administrative assignments as directed by the Executive Director.

Secretary to the Board of Directors

  • Coordinates Board of Directors and Committee meeting schedules; collects RSVPs for quorum;  prepares meeting packets; attends meetings and takes notes; 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.

Qualifications:

  • Demonstrate strong knowledge of business English and show excellent oral and written communication skills with impeccable attention to detail.
  • Thrive in a fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented.
  • Must be very efficient, organized and able to handle multiple interruptions.
  • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook; Raiser’s Edge; and internet research.
  • Ability to prioritize tasks and work independently on complex and confidential administrative tasks, compose effective and accurate correspondence, and deal with non-routine and complex tasks.
  • 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.
  • Minimum of 2 years of experience in providing high administrative support to elected officials or senior management staff, or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.
  • Bachelor’s degree preferred.

 

Resumes with cover letter and writing sample should be sent to: hrmanager@thefhm.org

No phone calls regarding position. NO INDEED APPLICATIONS WILL BE ACCEPTED. Candidates chosen for an interview will be contacted via email.

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