The Executive Assistant directly supports the Executive Director and Board of Trustees of the Museum of Contemporary Art North Miami. S/he schedules and manages the Executive Director’s calendar and provides general administrative support to the Director and other management as necessary.
Primary Areas of Responsibility:
- 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.
Reports to: Executive Director
Functional relationships. Within the Museum, all staff, but especially: Director of Development, Curator of Education, and Director of Operations
External relationships: City of North Miami departments, especially the City Manager’s office; outside patrons, artists, PR company, vendors, production companies, rental companies, and the general public.
Position: Normal working hours will sometime include evenings, weekend and holidays.
- 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
- 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
Applicants: Please email a cover letter, resume and three references to [email protected] with subject EXECUTIVE ASSISTANT. No phone calls please.
Established in 1994, the Museum of Contemporary Art, North Miami, is dedicated to making contemporary art accessible to diverse audiences – especially underserved populations – through the collection, preservation and exhibition of the best of contemporary art and its art historical influences. The Museum, a department of the City of North Miami, is operated by the City in partnership the Museum of Contemporary Art, Inc., a non-profit institution headed by a Board of Trustees composed of community members dedicated to the MOCA’s mission.
The Development Coordinator is responsible for supporting and growing the Museum of Contemporary Art North Miami’s fundraising efforts in the areas of membership, annual giving, gift processing, donor relations, and stewardship.
Fundraising and Membership
- In concert with the Director of Development, create and execute annual campaigns to acquire, steward, renew, and upgrade gifts between $1 and $10,000
- Act as front-line point of contact for members regarding fulfillment of benefits, museum updates and general inquiries
- Establish and nurture relationships with supporters and ensure top-notch customer service is provided to members
- Collaborate with Director of Development on designing and implementing an attractive suite of benefits for all donor segments
- Oversee donor recognition program, ensuring supporters are properly recognized on a variety of platforms
- Create and disseminate member newsletters
- Collaborate with Special Events and Partnerships Manager on donor cultivation and membership events
- Collaborate with Communications Department on efforts that support fundraising
- Promote membership at external and internal events on behalf of MOCA
- Occasionally represent MOCA at events and conferences, and assist with special events as needed
- Assess, update and manage donor software database
- Coordinate all donor mailings including acknowledgements and renewals
- Process memberships and gifts, and collaborate with Finance Department to ensure efficient gift processing
- Manage hard copy and electronic filing system
- Produce reports and lists for Director of Development and Leadership
- Draft copy for acknowledgements, renewals and other correspondence
- Other duties as assigned
- Bachelor’s degree
- Experience in a high-energy nonprofit environment or equivalent
- Strong desire to work in a start-up environment
- At least two years of fundraising, membership, and event coordination experience
- Demonstrated ability to prepare and coordinate standard professional correspondence and communications pieces
- Detail-oriented, with strong organizational, analytical, and planning skills, with ability to meet deadlines
- Exceptional interpersonal skills; warm and pleasant demeanor
- Strong written and verbal communication skills with ability to interact with people of all levels and backgrounds
- Demonstrated ability to manage multiple tasks and maintain composure under time constraints
- Proven ability to work both independently and collaboratively to achieve departmental goals
- Proficiency in Altru (or similar system)
Physical Job Requirements
While performing this job the employee will be required to sit (75%), stand, walk (25%), and lift up to 25 pounds. For special events, must be able to remain standing for several hours at a time. This individual will be required to do close work with a computer monitor and repetitive hand movement.
Normal working hours will sometimes include evenings, weekends, and holidays. Must be willing and able to participate in work events that occur during these times.
This positions reports to the Director of Development.
$40,000 – $45,000 DOE along with an excellent benefits package
Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This description is subject to change at any time.
The Museum of Contemporary Art considers qualified applicants for employment without regard to race, gender, age, color, religion, national origin, marital status, disability, sexual orientation, or any other protected factor.
Applicants: Please email a cover letter, resume and three references to [email protected] with subject DEVELOPMENT COORDINATOR. No phone calls please.
2018 Fall Internship Program
Starting September 10th
The Museum of Contemporary Art North Miami is pleased to announce our Fall 2018 Internship program. MOCA is committed to providing opportunities for diverse audiences to learn, grow, and consider professions in the contemporary art and museum field. Our summer interns will work alongside key MOCA staff across various offices. Interns will be assigned specific projects to complete throughout the program, but will have access to other departments to learn how the museum functions overall. MOCA Internships are available to undergraduate and graduate students. Internships at MOCA require a commitment of 20 hours per week (minimum). Internships will last 10 weeks, with flexible start/end dates based on the student and departmental needs.
The 2018 Fall Collections Intern will work alongside the Museum Registrar to research the museum’s permanent collection. This research project will allow interns to gain hands-on experience in organizing and cataloguing museum collection objects. The intern will be tasked with gathering information of artists, acquisition and object information as it relates to the collection. The Collections Intern will be trained in the Embark Collections Management Software, where they will update digital records based on research findings. Art history, museum studies, and fine arts majors are welcomed to apply.
The 2018 Fall Marketing Intern will assist MOCA’s graphic designer in digital outreach using social media. The intern will plan social media posts, take photographs, and engage in social media to increase MOCA’s online presence. The Marketing Intern will learn how to use social media in the museum field. Communications, museum studies, and graphic design majors are welcomed to apply.
The Education department at MOCA seeks a summer intern to assist in the planning of the Fall 2018 educational programming at MOCA. Using information available on the upcoming exhibitions, the Education Intern will work alongside the Education Instructor to develop and plan student-focused activities at the museum. The intern will also learn how to effectively engage in community outreach, which invites students from diverse backgrounds to MOCA’s education opportunities. Early childhood education, museum education, and arts education majors are welcomed to apply.
The Administration intern will assist the Executive Assistant in organizing events at the museum. The Administration Intern will learn how to manage schedules, coordinate with vendors, and conduct inventories as assigned. Museum studies and business administration majors are welcomed to apply.
If interested, please contact Adriana Martinez via email with a cover letter and resume to [email protected] Please include your name and department of interest in the subject of your email.
Artwork Submission Policy
The Museum of Contemporary Art North Miami does not review or accept any unsolicited artworks or portfolios submitted by email, mail, or in-person. Any works or portfolios received by MOCA North Miami will not be returned.
No calls please or drop in visits!