Executive Affairs Coordinator

Title: Executive Affairs Coordinator
Report to: Executive Director
Status: Hourly Full Time, Non-Exempt

El Museo del Barrio, founded by a coalition of Puerto Rican educators, artists, and activists, is the nation’s leading Latino and Latin American cultural institution. The Museum welcomes visitors of all backgrounds to discover the artistic landscape of these communities through its extensive Permanent Collection, varied exhibitions and publications, bilingual public programs, educational activities, festivals, and special events.

SCOPE AND PURPOSE OF ROLE

TheExecutive Affairs Coordinator provides critical support to the Executive Director and ensures the seamless function of day-to-day administrative tasks, coordinates special projects, and maintains effective communications. This multifaceted position provides essential administrative support to the Board of Directors and associated committees, requiring a commitment to confidentiality, proactive initiative, and collaborative effort.

RESPONSIBILITIES
Administrative Support

• Serve as the first point of contact for inquiries and requests directed to the executive office.
• Prepare, review, and edit high-level correspondence, reports, and presentations on behalf of the Executive Director.
• Maintain, archive, and update meticulous records, ensuring the integrity and accessibility of executive files.

Calendar and Travel Coordination

• Manage and coordinate executive calendars for internal meetings and external events.
• Facilitate travel arrangements, create detailed itineraries, and manage trip expense reports for the Directors.

Information Management

• Collaborate with various departments to collect data and compile comprehensive information for the Directors' strategic review.
• Conduct research and coordinate data for the Executive Director, preparing engaging graphic materials and PowerPoint presentations.

Board and Committee Support

• Accurately transcribe minutes from Board meetings and Department Heads/Senior Staff meetings.
• Assist in the preparation of materials, set up meeting rooms for board events, and coordinate logistics with events staff.
• Act as the primary liaison for the Board of Directors, ensuring effective communication and responsiveness.

Communication and Relationship Management

• Cultivate and maintain a strong working relationship with the Board of Directors Chair and committee chairs through verbal, written, and electronic correspondence.
• Manage and update mailing and public relations lists for boards and committees, ensuring accuracy and relevance.
• Oversee the annual conflict of interest disclosure process, including tracking and follow-up.

Event Coordination

• Contribute to the successful coordination of special events initiated by the executive office.
• Provide support to other departments in the coordination of all Museum special events, fostering a collaborative environment.

Additional Responsibilities

• Provide administrative support for governance-related activities, contributing to the efficient functioning of the organization.
• Supervise and manage specific tasks as assigned by the employee's supervisors, demonstrating flexibility and adaptability.
• Personal assistant tasks may be assigned as needed by the Executive Director.

QUALIFICATIONS

• Bachelor’s degree in art history, English, Business, Communications, or Museum Studies.
• 2-4 years of administrative experience, preferably in a museum setting.
• Spanish/English bilingual skills necessary.
• High proficiency in Microsoft Office and Adobe Design Programs (Photoshop, InDesign).
• Excellent oral, written, and interpersonal communication skills with a keen sense of confidentiality.
• Ability to work productively with diverse constituencies.
• Effectively communicate with Board and executive level contacts on behalf of the Executive Director.

Salary Range: $50,000-$55,000

Benefits

Benefits include Medical (up to 100% employer-paid plans available), Dental and Vision insurance. Employees may obtain additional coverage for themselves and/or their families at a low cost. El Museo offers the Cultural Institutions Retirement System (CIRS) 401(k) Savings Plan and CIRS Group Life & Welfare Benefits Plan. A TransitChek/Metrocard commuter plan is currently offered to eligible full-time employees. El Museo currently extends a 10% discount to employees on all museum shop merchandise. Paid time off includes thirteen (13) holidays, ten (10) vacation days, two (2) personal days and ten (10) sick days.
El Museo values diversity in backgrounds and in experiences. El Museo’s commitment to a diverse workforce has been a key to our success. In accordance with that commitment, El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, predisposing genetic information, gender identity and/or expression, military, or veteran status in accordance with applicable federal, state and/or local laws. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.

 

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El Museo values diversity in backgrounds and in experiences. El Museo’s commitment to a diverse workforce has been a key to our success. In accordance with that commitment, El Museo provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, predisposing genetic information, gender identity and/or expression, military, or veteran status in accordance with applicable federal, state and/or local laws. This policy applies to all terms and conditions of employment, including but not limited to, hiring, placement, promotion, termination, transfer, leaves of absence, compensation, and training.