• Support the Executive Director in administrative and clerical tasks

• Provide daily updates to the Executive Director to effectively communicate the status of staff schedules, projects, pending appointments and other issues as they arise

• Prepare agenda, organize and administer weekly staff meetings

• Prepare document and policy statements, letters and correspondences

• Manage phone calls and emails

• Assist in the preparation, proofreading and editing of significant correspondences

• Research records and tabulate information as required

• Provides answers to inquiries from the general public, public officials, - City employees or other individuals requesting assistance or information.

• Make travel arrangements for Executive Director, as needed

Act as liaison between City of North Miami and MOCA’s Executive Director

• Act as liaison for MOCA Board of Trustees and Director, both internally and externally

• Organize and schedule Trustee orientations, handbooks, produce formal letters of acceptance and completion of terms for Trustees

• Maintain Board member files, Board meeting documentation and meeting minutes

• Organize, schedule and prepare materials for Board and committee meetings, including Board Orientation information and Board packets.

• Cover the museum’s reception desk as needed.

• At the direction of the Executive Director, assist other MOCA staff with clerical and administrative tasks as necessary and assigned.

• Associates degree

• 3-5 years’ experience as an Administrative or Executive Assistant

• Knowledge of business vocabulary and standards for office communications;

• Proven ability to read and interpret organizational policies, contract, grants and other work-related documents

• Proven ability to abide by confidentiality requirements

• Advanced time management skills

• Ability to work under pressure in a professional manner

• Ability to multi-task and prioritize multiple assignments

• Ability to track and manage both short- and long-term projects

Skills

• Proficiency in Microsoft Office Suite

• Superior office skills

• Strong interpersonal communication skills

• Maturity and good judgment

• Capable of communicating with a diverse range of individuals

• Strong initiative, problem solving skills

• Able to provide support to a variety of projects, with the ability to follow through to completion

• Detail oriented and able to adapt to changing priorities with ease