Executive Assistant and Special Events Coordinator

The Museum of Chinese in America is seeking an experienced Executive Assistant and Special Events Coordinator to support directly to the President of the Museum of Chinese in America. This highly-organized and detail-oriented individual embraces the challenges of a fast-paced, growing arts and culture institution in New York City. The Executive Assistant and Special Events Coordinator is able to enhance the President’s and organization’s effectiveness by providing information management support and institutional organization. The Executive Assistant manages the organization’s internal calendar and provides necessary insight to managing workflow. This person will work with the President and COO/CTO to acknowledge all donations and correspondences from the President. This position also provides coordination for special events hosted by the Museum, including an annual Celebration of Community Heroes dinner, a golf fundraiser, exhibit openings, and an annual gala. The Executive Assistant and Special Events Coordinator will coordinate with all members of the team. S/he will work closely with the Museum Experience and Development team with the execution for all special events.

 

The Executive Assistant and Special Events Coordinator is a middle-level position.

 

This individual will also have the following responsibilities:

 

Essential Functions:

  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Conserves President’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Represents the executive by attending meetings in the executive's absence; speaking for the executive.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Completes projects by assigning work to clerical staff; following up on results.
  • Prepares reports by collecting and analyzing information.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Coordinates special events needs and logistics, such as booking venues, arranging artists’ performances, maintaining guest lists, calling vendors, securing gifts and donations, producing and managing the event. Work closely with other members of the Museum team.

Qualifications:

  • An Associates Degree or BA degree or equivalent in a related area.
  • Successful and progressive executive assistant experience. Museum or arts and culture experience is a plus.
  • Strong writing skills, reporting skills, scheduling, Microsoft Office skills, InDesign and/or Illustrator and /or graphics skills, time management skills, travel logistics, special events organization skills, Tessitura (or another advanced CRM) and bookkeeping experiences a plus.
  • Demonstrated ability to manage multiple tasks in an international or multi-cultural space.
  • Experience and ability to work with all members of a team, board members, and broad range of constituents.
  • Regular working hours and flexibility in attending membership/development or museum events on evenings or weekends (approximately 10 times a year)

To apply, please e-mail a cover letter and resume, along with salary requirements to: hr@mocanyc.org. Please place “Executive Assistant and Special Events Coordinator” in the subject line of the email. The Museum of Chinese in America is an Equal Opportunity Employer. Applications will be accepted through May 5, 2018. For more information about the Museum of Chinese in America, please visit our website: www.mocanyc.org