Administrative Assistant

The International Spy Museum is a nonprofit, nonpartisan museum that educates the public about espionage and intelligence in an engaging way and provides context that fosters understanding of its important role in and impact on current and historic events.

The Administrative Assistant, under the direction of the Senior Executive Assistant, provides high-level administrative and tactical support to the Executive Director and President, ensuring smooth day-to-day operations across executive functions. The person in this role operates with focus, efficiency, organization, and proactive support. The position also integrates tactical elements from strategic operations to enhance executive productivity and coordination.

Salary: $55,000.00 To $65,000.00 Annually

Success Traits

  • Proven experience in administrative or executive support roles.
  • Strong organizational and time management skills.
  • Proficiency in Microsoft Office Suite and Salesforce (or similar CRM platforms).
  • Ability to manage multiple tasks with attention to detail and discretion.
  • Excellent written and verbal communication skills.
  • Experience with invoice processing and calendar management preferred. 

Responsibilities

Executive Team

  • Process invoices and reimbursement requests related to Executive Administration.
  • Gather, prepare, and distribute meeting materials, support meeting coordination, and follow-up.
  • Log contacts in Salesforce on behalf of the Executive Director and President.
  • Draft the initial version of the Executive Director’s Weekly Reports.
  • Manage the President’s calendar, including scheduling and prioritization.
  • Support the execution of committee meetings.
  • Handles visitor and group requests for the Executive Director and President.
  • Support the management and coordination of external events for the Executive Director and President.
  • Manage meeting requests for the President and Executive Director.
  • Draft and coordinate monthly reports and all staff synch up slides.
  • Perform other administrative duties assigned to support executive operations.

Administrative

  • Responsible for inventory control for shared office supplies.
  • Responsible for processing comp ticket requests.
  • Point person for subscriptions on behalf of the museum.
  • Manage conference room calendars and coordinate meeting logistics.
  • Process invoices for other Operations team within the Museum (i.e. IT and HR) 

Education

Bachelor's degree preferred

Experience & Skills

  • 3-5 years of experience performing administrative or executive support duties.
  • Strong organizational and time management skills. 
  • Proficiency in Microsoft Office Suite; experience with Salesforce or similar CRM platforms preferred. 
  • Ability to manage multiple tasks with attention to detail and discretion. 
  • Excellent written and verbal communication skills. 
  • Experience with invoice processing and calendar management is a plus.

How to Apply

For consideration, please submit application materials online.

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