The Bass’ Assistant to the Executive Director will play an integral role in the museum’s Executive Office and Development Department. They are responsible for all administrative tasks related to the Executive Office, including record keeping, filing, communications, coordinating the director’s schedule and travel arrange- ments and organizing meeting materials and other essentials. The Assistant to the Executive Director will also actively participate in the museum’s Development Department, including processing gifts, acknowledgement letters, mailings and membership materials, maintaining day-to-day upkeep of the museum’s CRM database and providing special event support. The Bass’ Assistant to the Executive Director reports directly to the Executive Director.
Executive Office (20%)
Handle all communications required of the executive office: answer telephones, check main fax line, maintain email and mail correspondence and in many cases, serve as liaison between Executive Director and staff.
Produce administrative documents/presentations: letters, memoranda, agendas, forms, reports, power point presentations, etc.
Draft, file and maintain all records of the executive office, including board materials, contracts, etc.
Schedule and coordinate both on- and off-site appointments for the Executive Director, including meetings, lunches, dinner, etc., and handle all related catering, AV equipment needs, printed materials and follow up tasks. Minor clean-up after meetings, as necessary.
Arrange travel for the Director and others as needed.
Assist the Deputy Director with clerical tasks such as filing, copying, etc., as needed.
Cover the front desk when the museum is closed to the public, and at other times as needed.
Other administrative duties as assigned by the Executive Director.
Maintain day-to-day upkeep of the museum’s CRM database, Altru, as directed by the Development Associate, Membership
Process all departmental acknowledgement letters and maintain auto-acknowledgements in Altru
Process membership cards, materials and mailings
Maintain donor records across all digital platforms and physical files
Produce miscellaneous donor communications
Process donor-related guest passes and external donation requests
Conduct date research related to development programming and help maintain the internal calendar and shared Miami events calendar
Provide special event support
KNOWLEDGE AND SKILLS:
Excellent communication skills both written and verbal
Attention to detail
Maturity and discretion
Exceptional organizational and time management skills
Ability to write clearly, succinctly and persuasively
Capable of working well under pressure, multi-tasking and meeting deadlines
Ability to work independently and as a member of a team
Strong sense of personal and professional accountability
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Familiarity with Altru CRM and Financial Edge NXT a plus.
Flexibility to work some weekends, early mornings and late evenings, as necessary
Initiative, integrity and desire to support the mission of The Bass to present contemporary art to excite, challenge and educate.
The Bass offers competitive salary and health benefits commensurate with experience
DATE OF HIRE:
Please send a resume and cover letter to firstname.lastname@example.org. Please, no phone inquiries.
Note: This description indicates, in general terms, the type and level of work performed and responsibilities held by the team member(s). Duties described are not to be interpreted as being all-inclusive or specific to any individual team member.
NO THIRD PARTY AGENCIES OR SUBMISSIONS WILL BE ACCEPTED.