Special Assistant to the Executive Director
Bronx Children’s Museum is a new kind of children’s museum “with and without walls” in the only borough - the Bronx - that until very recently, did not have a children’s museum.
Currently operating “without walls” in schools, shelters, parks and community agencies, the Museum provides programming to 15,000 children annually. In late 2018, the Museum will also open a building near Yankee Stadium, inspiring an additional 60,000 visitors annually.
The Museum will offer arts enrichment, environmental education, and interactive exhibits designed to connect children with their families, their communities and the Bronx, instilling empathy, compassion, and stewardship
This role offers an unparalleled opportunity for the right individual to apply their administrative, organizational, and interpersonal skills to increase the capacity of an innovative organization while learning firsthand what it takes to lead and manage an emerging nonprofit organization. The Special Assistant will benefit from exposure to a wide array of responsibilities, offering them uniquely intimate interaction with the execution of the organization’s mission, values and priorities from a myriad of angles. The right individual for this role is enthusiastic about their personal growth and is ready to proactively lean into opportunities for professional development. The ideal candidate will be experienced in providing high-level administrative and executive support related tasks, familiar with nonprofit boards and able to work independently. This person must be exceedingly well organized, self-motivated, flexible and enjoy the administrative challenges of supporting a growing organization of diverse people and programs. The ability to interact with staff at all levels in a fast paced environment, under pressure, with a high-level of professionalism and confidentiality is crucial to this role. The Special Assistant will also have expert level written and verbal communication skills, strategic thinking and strong problem solving ability and attention to detail.
• Commitment to exposing children and families to arts, culture, and the communities in which they live and beyond.
• Education: Bachelor’s degree in business or public administration or related area and a minimum of four (4) years Executive Administrative Assistant experience and prior project management experience or experience with a nonprofit, museum or cultural institution preferred.
• Ability to participate as a collaborative team member as well as work independently.
• Strong computer skills [Spreadsheets/budgeting/MS Office Suite, research, Outlook, Google Drive, knowledge of Donor Perfect and Constant Contact a plus]
• Excellent oral and written communication skills.
• Must have the ability to research and compile reports and analyze information.
• Knowledge of the principles and practices of development and expense budgeting and forecasting.
• Ability to handle sensitive and confidential information.
• Ability to prioritize, manage multiple projects at once in a fast-paced environment, and follow through.
• Ability to function well in a position that requires phenomenal organization skills, a detailed-oriented individual that is able to execute all tasks.
• Anticipate needs of others; hospitality oriented.
• Enthusiasm, creativity, initiative, flexibility and sense of humor required.
• Available to work some evenings and weekends as needed.
Responsibilities associated with the position include, but are not limited to the following:
• Facilitate and oversee the administrative functions of the Executive Director’s office, including: coordinate scheduling and meeting requests with Program Director, STEAM Program Director and Development Director; draft communications and field incoming correspondence and requests on behalf of the Executive Director.
• Support planning and preparation for Executive team and senior staff meetings; assist with creating agendas and supporting materials; coordinate schedules and manage calendar invitations; assist with managing room set-up and breakdown.
• Help set up, maintain and manage all databases and communication – hard and electronic files; including maintenance of contact database.
• Assist the Executive Director in coordinating and maintaining various budgets on a regular basis.
• Assist with drafting and completing partnership agreements, contracts, and other documents on behalf of ED and organization. Bring necessary guidelines, benchmarks, and commitments to attention of ED, continually keep track of and monitor progress towards verbal and written commitments.
• Coordinate with STEAM Coordinator, Program Director and Development Director to provide support as needed; provide project management support for compilation, review and production of board reports.
• As designated by Executive Director, engage with appropriate staff regarding organizational needs, systems and processes to increase efficiency and effectiveness.
• Support the Executive Director and work alongside management team members to ensure that staff members successfully execute department and museum-wide goals; serve as a resource to management team members in moving toward goals; coordinate and oversee management initiatives as directed.
• As designated by Executive Director, assist with executing compliance filings, award submissions, applications and other paperwork on behalf of organization. Manage submission of various city and state reports and applications.
• Draft and edit correspondence, communications, presentations and other documents on behalf of the Executive Director. Research and prepare reporting materials (documents, spreadsheets, and/or presentations) for special projects.
• Serve as a liaison to the Board of Trustees and Board Committees, preparing and distributing materials in advance of meetings, maintain general board documents, and assist with scheduling and coordination of meeting logistics.
• Community Liaison
o Attend Community Board and other meetings where opportunities for partnerships and exposure to elective officials and community leaders are possible
o Engage with community leaders, elected officials, city and state agencies to increase the Museum’s exposure and identify opportunities for partnership and funding
o Organize and/or facilitate events and tours
o Coordinate onsite community engagement and access programs
o Help coordinate tabling opportunities
• Organize meetings and events by arranging schedules, facilitating the design and issuance of invitations and event information, arranging facilities and caterers, coordinating speakers and controlling event budget..
• Work closely with the Development Director by assisting and helping to oversee marketing to increase the Museum’s social media presence and overall awareness in the community. Assist with Donor Database.
• Assess and help create various building operation systems including visitor services.
• Help oversee wayfinding and signage project.
• Assist with HR Related matters, such as ensuring payroll is reviewed and processed timely, assist with organizational recruitment when necessary, processing and responding to resumes, help recruit and oversee volunteers for the Museum.
• Assist all departments as needed and where possible.
• Other functions, projects and responsibilities as assigned by the Executive Director.
|Organization||Bronx Children's Museum|
|Address||PO Box 1381|
|Application Instructions||To apply, please send your resume, thoughtful cover letter outlining your experience and interest and salary requirements with Special Assistant to the Executive Director in the subject line to Brigid@bronxchildrensmueum.org.|