Job: Senior Administrative Assistant

The Mission of MIM

The Musical Instrument Museum (MIM) will celebrate the similarities and differences of the world’s cultures as expressed through music – a language common to us all. With musical instruments from every country in the world, MIM will pay homage to the history and diversity of instruments and introduce museum guests to their varied and unique sounds. MIM will be an engaging, entertaining and informative experience, in which the uninitiated and the knowledgeable, the young and the old will feel welcome.

MIM will open its spectacular 190,000 square foot museum building on April 24, 2010 in Phoenix, AZ.

Position: Senior Administrative Assistant

The Musical Instrument Museum seeks an energetic and efficient Senior Administrative Assistant with a strong work ethic to provide support and perform a variety of important administrative and secretarial duties for the President and Director and other cross-departmental managers as assigned. The person in this position will serve as a confidential assistant to the President and must demonstrate considerable poise, discretion, judgment, tact, creativity, and initiative in these duties.

Duties of the Senior Administrative Assistant include but are not limited to:

• Establish and maintain excellent working relationships and clear communication channels with internal staff and external stakeholders and guests.
• Manage President’s calendar, schedule appointments; plan and execute meetings and conference calls; answer telephone, screen callers, relay messages, and greet visitors.
• Draft memos, forms, reports and general correspondence for President.
• Make travel and hotel reservations; prepare itineraries.
• Organize, update, and maintain an efficient file storage/retrieval system.
• Act as general office manager; order and maintain supplies and equipment;
• Take minutes at team meetings, leadership meetings, and on other occasions as needed; oversee distribution of these to appropriate persons.
• Open, sort and prioritize incoming mail, handle distribution of reports and other outgoing correspondence.
• Act as liaison between management and staff. Use informal networks to achieve faster work results for the team.
• Manage special projects and perform other tasks as assigned by President and Director.

Qualifications:
• Undergraduate degree
• Minimum of 5 years of experience in executive or senior administrative assistant role
• Excellent verbal, written, and interpersonal communication skills
• Strong technical skills in Microsoft Office Suite (Word, PowerPoint, Outlook, Excel, and Access)
• Ability to problem solve, prioritize, multi-task, work independently and excel in a high performance culture
• Proven record of maintaining confidentiality
• Demonstrated attention to detail and flexibility in a complex, rapidly changing environment
• Positive attitude with a Guest Service focus

Other:
• This position reports to the President and Director.
• Located in Tempe, AZ during planning stages of MIM; located in Phoenix, AZ once museum is constructed.
• An interest in and love for world music is an asset