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.
About The Museum of Contemporary Art North Miami
The Museum of Contemporary Art North Miami began as the Center for Contemporary Art or COCA, which was founded in January 1981 as a 501(c)(3) non-profit institution and established through a City of North Miami ordinance. Featuring the work of local artists, COCA operated in a single gallery space in a modest municipal building.
Through the good offices of Congressman William Lehman (1913-2005), the City of North Miami was awarded $2.5 million grant from the federal agency for Housing and Urban Development (HUD) to create a center for contemporary art on municipal land in a prominent location in the heart of the city’s business district. Charles Gwathmey of Gwathmey-Siegel Architects New York, with local firm Gelabert-Navia, designed the 23,000-square-foot, award-winning facility which opened in 1996 and was renamed the Museum of Contemporary Art North Miami (MOCA) in 1997 to reflect its expanded mission. MOCA is jointly governed by the City of North Miami of which it is a department, and by Museum of Contemporary Art, Inc. (MOCA Inc.), a 501(c)(3) entity overseen by a Board of Trustees.
Even before new building opened, MOCA became a collecting institution at a time when no other museum in Miami-Dade County was assembling a collection that documented contemporary art. MOCA’s reputation for discerning curatorial vision immediately attracted the support of South Florida’s community leaders who have made pivotal donations to MOCA’s collection. Today, after an institutional reorganization concluded in 2015, the collection totals 500 works of art, including paintings, sculpture, works on paper, digital media, and mixed media installations created since 1955 by more than 250 artists. The collection belongs to the MOCA, Inc.
The Museum of Contemporary Art is known for its provocative exhibitions, for seeking a fresh approach in examining the art of our time, and for its commitment to innovative educational programs for audiences of all ages and backgrounds.
Through its collecting and exhibitions, MOCA has also played a leadership role in championing South Florida artists by providing first museum exhibitions to several who have since achieved international renown, including Hernan Bas, Teresita Fernandez and Mark Handforth, among others.