Executive Assistant at The Hip Hop Museum

Job Title: Executive Assistant

Job Status: Full-time

Location: The Bronx, NY

Our Mission

The Hip Hop Museum in the Bronx celebrates and preserves the history of local and global Hip Hop music and culture to inspire, empower, and promote understanding.

Our Vision

Anchored in the birthplace of the culture, The Hip Hop Museum in the Bronx will provide a space for audiences, artists, and technology to converge, creating unparalleled educational and entertainment experiences around the Hip Hop culture of the past, present, and future.

Position Summary

The Hip Hop Museum seeks to hire its first Executive Assistant to support the Executive Director. This is an ideal opportunity for an energetic and highly successful professional seeking rewarding work as an Executive Assistant (EA). The candidate will provide administrative support and serve as the primary point of contact for internal and external constituents on all matters pertaining to the office of the Executive Director. The EA will serve as the liaison to the Board of Directors and museum leadership team and other management to coordinate internal and external relations efforts and oversee special projects. The EA will perform personalized and confidential administrative duties with discretion and independent judgment. The ideal individual will have strong administrative, and editorial, and the ability to thrive in a fast -paced environment.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES (including But Not Limited To)

  • Ensure the Executive Director is well prepared in all aspects of the virtual and physical workplace by being their primary point of contact and managing communications.
  • Manage and administer the Executive Director’s virtual and physical office: manage calendars, organize, and prioritize e-mails, documents and files, coordinate and set meetings between attendees.
  • Assist with the creation of materials, notes, and presentations for meetings. Attending meetings (either virtually or in person) and taking and disseminating notes as needed.
  • Lead and execute special projects as required.
  • Manage deadlines, timelines, and coordinating between departments and the Executive Director.
  • Monitor and respond to incoming email correspondence and phone calls while maintaining discretion and confidentiality.
  • In collaboration with the Director of Operations, ensure office efficiency related to administrative/office tasks and responsibilities.
  • Develop a strong understanding of organization and department objectives to appropriately filter and prioritize incoming information and work requests.

Board Liaison

  • Act as liaison and bridge communication with the Board of Directors and their committees, employees, and other relevant stakeholders.
  • Organize and prepare board meetings and relevant materials, including agendas, minutes, and additional documents.
  • Advise and guide board members based on policies set by current by-laws, ensuring compliance as necessary.
  • Facilitate board members bios, term limits, and archive; maintain orientation and off-boarding materials.
  • Attending board meetings, taking minutes and publishing records with Board Secretary.
  • Review and summarize miscellaneous reports and documents; create documents and spreadsheets as needed, maintain internal database.

Special Projects

  • Handle additional special projects as assigned, based on organizational need, as well as on employee’s strengths and interest.
  • Liaison to Finance/Human Resources/Leadership Team/Operations.
  • Collaborate with CFO, Operations Manager, Development, HR and other Leadership members on museum day-to-day matters and functions.
  • Assisting with the implementation of operational policies and procedures, and other departmental infrastructure.
  • Support Executive Director led recruiting; onboard new team members and manage select HR initiatives.

Other Projects and/or Assigned Tasks

  • Track Executive Director commitments, projects, tasks, and deadlines to ensure effectively prioritized and goals achieved.
  • Maintain the Executive Director calendar; ensure time is allocated to the highest priorities.
  • Attend select meetings, take notes, capture action items, and ensure follow through.
  • Manage select matters expeditiously and proactively, follow-through to successful completion.
  • Represent the Executive Director in internal and external communications.
  • Provide a bridge for smooth communication between the Executive Director’s office and Board members, leadership team, management, staff, partners, and others.
  • Foster a collegial relationship to ensure all stakeholders’ interactions with you and the office of the Executive Director are amiable.
  • Draft and edit sensitive and confidential correspondence, anticipate, and address various matters.
  • Manage administrative and logistical issues.
  • Arrange complex and detailed travel plans, itineraries, and agendas. Prepare expense reports.
  • Follow up on contacts made by the Executive Director; support the cultivation of ongoing relationships.
  • Confirm meeting attendees will be present and complete preparatory work, such as agendas and committee reports.
  • Research and prepare select reports and materials.
  • Secure offsite meeting locations and support travel logistics as needed.
  • Ensure compliance with bylaws; prepare minutes.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Forward thinker, who actively seeks opportunities and proposes solutions to continuously improve systems.

Knowledge, Skills, And Abilities

  • Attention to detail, excellent communication skills both verbal and written.
  • Strong interpersonal skills, ability to manage multiple projects simultaneously, meet deadlines, and establish priorities.
  • Ability to perform work independently and in a team-oriented environment.
  • Courteous and personable demeanor essential, and ability to work diplomatically with others.
  • Excellent organizational and communication skills including mature writing ability and professional phone manners.
  • Familiarity with non-profits, museums, or small organizations with potential to scale within the next year.
  • Well-organized, attention to detail, self-starter with a “can do” attitude. This role will involve lots of multitasking and thinking outside the box.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated capacity to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking thinker, who actively seeks opportunities and proposes solutions to continuously improve systems.

Education & Experience

  • Bachelor’s degree in music history, museum studies, education, or a related field strongly preferred.
  • Minimum two (2) years’ experience in an executive assistant role supporting C-level or senior-level positions, or other relevant experience, such as in office administration.
  • Will consider a candidate with significant knowledge base derived from coursework and experience essential to the position, and at least 5-7 years’ experience.
  • Strong proficiency in the entire Microsoft Suite (Word, PowerPoint, Excel, and Outlook) and social media platforms.
  • Strong technology skills or understanding, able to effectively navigate databases, cloud systems, and perform relevant internet searches.
  • Employment is subject to a background check.

The Hip Hop Museum is an Equal Opportunity Employer

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