Organization Overview:
The Mob Museum, the National Museum of Organized Crime and Law Enforcement, is a nonprofit museum with a mission of advancing the public understanding of organized crime’s history and impact on American society. The Museum is an acclaimed cultural attraction, presenting authentic stories via interactive exhibits, original multi-media, one-of-a-kind artifacts, and dynamic programming. The organization is accredited by the American Alliance of Museums and has been recognized as both a Top Attraction and a Top Workplace in Las Vegas. The Special Assistant to the President plays a critical role which supports both the strategic and operational needs of the executive office. For more information about the Museum, visit www.themobmuseum.org.
Position Overview:
The Special Assistant provides support that constantly elevates the time management and productivity of the President & CEO, and the overall effectiveness of the Chief Executive Office. This includes performing administrative functions such as managing the President’s calendar, preparing correspondence, receiving visitors, conveying messages, and scheduling meetings. In addition, the Special Assistant may serve as a liaison or surrogate for the President by occasionally representing the Chief Executive Office in tours, events, meetings, internal communications, and project coordination efforts.
Growth Potential:
This position has the potential to evolve into a Chief of Staff capacity, with broader representation of the Chief Executive Office and the addition of project management, budgetary responsibilities, and supervision of administrative support staff. Applicants with sufficient experience may also be considered for the elevated role at this time.
Major Tasks and Responsibilities:
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Consistently maintain a firm grasp of the President & CEO’s immediate priorities and time demands.
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Oversee the President & CEO’s calendar, ensuring sufficient time allocation for meetings, travel, team connectivity, office work, basic sustenance, and external obligations.
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Anticipate and resolve calendar conflicts, extending appropriate measures of consideration to others who may be required to modify their own schedules to accommodate the President’s needs.
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Prepare presentations, reports, emails, memos, spreadsheets and other documents using relevant computer software.
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Coordinate and participate in the creation of quarterly Board of Directors meeting materials, along with other meeting planning activities.
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Document and maintain Board of Directors meeting minutes.
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Draft correspondence and other documents for review and for the President & CEO’s signature, following the President & CEO’s preferred style and messaging priorities.
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Answer phone calls, providing discretion with respect to screening and directing calls.
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Serve as a gatekeeper for the President & CEO, deftly responding to external inquiries and routing external contacts to the appropriate staff member.
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Greet guests and represent the public face of the office of the President & CEO, offering warm engagement and first-class office hospitality.
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Interact with external constituents and contacts in a manner that reinforces the organization’s brand and Core Values. Be equally People Driven when engaging Museum employees and volunteers.
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Ensure that executive office supplies to support business meetings are adequately stocked and maintained (coffee, water, etc.).
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Work with internal departments to organize logistics, catering and hospitality for internal and external events and meetings.
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Update the President & CEO’s contacts on a regular basis. Ensure that new contacts are entered into appropriate mailing lists.
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Proactively observe and identify ways to improve the operations of the Executive Office with particular attention to addressing tasks that would otherwise diminish the President’s time and energy.
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Regularly review upcoming appointments and obligations. Anticipate associated needs or seek clarification in a timely fashion to ensure proper planning and smooth execution
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Contribute to morale-boosting efforts including keeping the President & CEO apprised of birthdays, anniversaries, life events, and the like, and coordinating the President & CEO’s recognition of such happenings.
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Ensure the scheduling of President & CEO’s check-ins with staff. Regularly review with the appropriateness of frequency and context.
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Draft personalized thank you notes for key constituents.
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Stay up-to-date with Museum pricing, hours, exhibits, special programs, and events.
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Play an essential role in increasing communication and collaboration across the Museum, using Microsoft Outlook to schedule and adeptly coordinate the internal calendars of busy staff members to ensure strategic progress.
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Assist the President & CEO in organizing and managing documents, records, and other information generated in the course of business planning.
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Book all travel arrangements for the President & CEO; create detailed itineraries; ensure ease of travel and maximized efficiency of both time and cost.
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Track President & CEO’s credit card and other expenses, providing detailed reporting to Accounting Department.
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Support the President & CEO in maintaining relationships with key Museum stakeholders; track frequency of engagements and facilitate the means of contact, as appropriate.
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On behalf of the President & CEO, provide world-class service to donors, Board of Directors, Advisory Council members, government contacts, etc.
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Assist with annual Advisory Council events including development of agendas, travel arrangements, invitations and RSVPs, etc.
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Prepare and distribute meeting agendas; maintain and distribute meeting notes, deliverables, and reminders as needed.
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As directed, represent the Museum and/or the President & CEO at either external or internal meetings, serving as an authoritative proxy on the President & CEO’s behalf.
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Sporadically coordinate projects that best fall under the purview of the Chief Executive Office.
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Carefully maintain confidentiality in discussing staff, volunteer, or vendor matters.
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Participate in fostering an organizational culture that values innovation, promotes inclusion, and inspires excellence in the work environment.
Experience / Qualifications / Requirements:
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Bachelor’s Degree is preferred; applicable work experience may be substituted for academic credential.
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4+ years of experience in an executive support or administrative coordination position
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Must be able to interact effectively with individuals at all levels of the organization, as well as a diverse array of external stakeholders.
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Requires superior interpersonal skills, including substantial poise and diplomacy.
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Must have the highest regard for other people, and a genuine belief that everyone should be first met with kindness.
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Impeccable communication skills, both oral and written.
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Must have the discretion and tact necessary to handle sensitive and confidential situations. High integrity and unwavering ethical character a must.
- Requires a willingness to work extended hours or modify schedule as needed to support occasional evening events, early morning meetings, and special project deadlines
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Expertise in MS Office suite (Word, Outlook, PowerPoint, Excel) and Outlook calendar
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Experience in event planning and/or the service or hospitality industry.
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Eagerness for solving problems and a commitment to accepting responsibility.
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Requires extreme patience and empathy to efficiently and considerately coordinate meetings that involve numerous individuals with complicated schedules.
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Able to work well in fast-paced situations, under deadlines, with high attention to detail
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Receptive to a workload that is comprised of an amalgamation of high level activities, many mundane tasks, and an assortment of activities in between.
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Consistent presence, comportment and demeanor appropriate for a variety of professional business settings.
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Able to operate a computer, phone, or other office productivity machinery.
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Able to traverse Museum floors and multi-level administrative office environments.
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Enthusiasm for working in a developing organization where change is frequent, structure is evolving, and flexibility, teamwork, and good humor are absolute necessities.
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Passion for participating in the creation of a world-class museum that is unrivaled in content and recognized for a truly outstanding guest experience.
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