View My Cart Shop Spy

Administrative Assistant

SPY 2 - New Museum

The International Spy Museum (SPY) is in search of an Administrative Assistant to support the Executive team in the development and opening of the new International Spy Museum.  The ideal candidate will have experience helping complex projects run smoothly and efficiently. Understanding of technology is key as this position will have significant responsibilities tracking the Information Technology (IT) and Audio/Visual (A/V) portions of the new Museum. This position is highly administrative and includes building schedules, tracking meetings notes, tracking action items, setting up meetings and generally keeping the project organized.  The preferred candidate will have either experience in museums or experience in buildout/fit-out. 

SUMMARY

The International Spy Museum (SPY) is in search of an Administrative Assistant to support the Executive team in the development and opening of the new International Spy Museum.  The ideal candidate will have experience helping complex projects run smoothly and efficiently.  Understanding of technology is key as this position will have significant responsibilities tracking the Information Technology (IT) and Audio/Visual (A/V) portions of the new Museum. This position is highly administrative and includes building schedules, tracking meetings notes, tracking action items, setting up meetings and generally keeping the project organized.  The preferred candidate will have either experience in museums or experience in buildout/fit-out. 

ESSENTIAL RESPONSIBILITIES

  • Coordinate project management activities, resources, equipment and information
  • Create a schedule and track dates
  • Monitor project progress and prep management for any issues that may arise
  • Act as the point of contact and communicate project status to all participants
  • Break projects into doable actions and set timeframes
  • Participate in regular meetings with contractors and subcontractors. Communicate with and between the many contractors, subcontractors and parties involved in the new Spy Museum
  • Communicate with the SPY staff any changes or decisions that affect their departments
  • Coordinate between the three main parts of the project—building and architectural, exhibition, and non-exhibit spaces and programs
  • Document any decisions, changes in scope, and progress on tasks
  • Track segments of the project budget, notify management of change orders, document the process when they do occur
  • Create check requests related to the project
  • Assist the IT department in general administrative tasks such as invoice processing and ordering
  • Track fabricator and subcontractor activity to ensure all plans meet with the back of house utilities, HVAC systems, floor loads, low voltage plans, etc.
  • General troubleshooting and resolution of problems
  • Coordinate ADA compliance – SPY is working with the Institute for Human Centered Design for ADA compliance
  • Work with facilities manager to coordinate plans for de-installation and demolition of current Museum
  • Work with facilities manager to coordinate removal of furniture, fixtures and machinery and coordinate repair of any damage caused from removal
  • Work with IT department to coordinate move from current space to new Museum including the relocation of business critical IT systems
  • All other activities as may be needed

SKILLS AND ATTRIBUTES

  • Solid understanding of technology
  • Natural trouble-shooter
  • Highly organized
  • Highly detail oriented
  • Patient
  • Willing to regularly remind decision makers of deadlines and decisions that are needed
  • Strong teamwork skills

EXPERIENCE/EDUCATION

  • 3 + years’ experience in Proven work experience as a Project Coordinator or similar role.
  • Experience with project administration on commercial projects for public use, such as a museum, library, arts facility, etc.
  • Associates or Bachelor’s Degree.
  • Knowledge of Microsoft Office, Excel, Word, and Adobe Acrobat.

To be considered, please submit a cover letter including salary requirements and resume to: humanresources@spymuseum.org or mail to: Human Resources, International Spy Museum, 800 F Street NW, Washington, DC 20004.  Please include Administrative Assistant in the subject line.  

EEO/MF