Assistant to the Executive Director & Secretary to the Board of Directors
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:
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 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.
- Prepares and types a variety of routine and special reports from source material in files, including confidential material.
Secretary to the Board of Directors
- Coordinates Board of Directors and Committee meeting schedules; collects RSVPs for quorum; drafts the Executive Director’s monthly presentation to the Board; prepares meeting packets by gathering reports from senior staff members; 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.
- Order or purchase consumable and non-consumable supplies for Board of Directors, committee and staff meetings. Prepares expense reports.
- Bachelor's degree preferred.
- 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.
- Must be very efficient, organized and able to handle multiple interruptions.
- Demonstrate strong knowledge of business English and show excellent oral and written communication skills.
- 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.
- Experience in the nonprofit/cultural arena preferred.
Resumes with cover letter should be sent to: email@example.com
No phone calls regarding position. Candidates chosen for an interview will be contacted via email.
About The Florida Holocaust 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. The Museum 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 genocide. 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 Museum and its programs.