Exhibitions & Programs Assistant

Five Areas of Accountability

  • Facilitating clear communication between departments.
  • Creating program ticket links and scheduling program spaces.
  • Coordinating logistics for meetings, including notetaking, supplies, and follow-up.
  • Oversees the coordination and compilation of both department budgets, including the input and tracking of all invoices.
  • Responding to public requests for information.

Summary

The International Spy Museum is a private nonprofit museum dedicated to educating the public about the world of espionage and intelligence through exhibits, educational programs, special events, and public outreach. The Department of Programs and the Department of Exhibitions, Collections, & Special Projects is seeking a detail oriented, self-starter who can provide administrative and budgetary support to these two education departments. This position serves as an administrative connector between the two departments and helps facilitate good communication. Responsibilities are wide ranging, including managing logistics for department and project meetings, compiling annual department budgets, and tracking all invoices, creating ticket links for programs, overseeing and ordering supplies, responding to public requests for information, compiling and analyzing departmental statistics, and supporting staff for large projects.

Success Traits

  • Takes initiative and is flexible; anticipates issues.
  • Works well in fast-paced and open office environment.
  • Friendly person who enjoys working collaboratively with others.
  • Strong customer-service orientation.
  • Willingness to embrace SPY culture and core values of Service Excellence, Team, Creativity, Diversity, and Fun!

Responsibilities

Budget Management:

  • Create and distribute department budget sheets for each new year.
  • Research project, travel, and material costs.
  • Review budget to actual each month and submit notes on variances.
  • Participate in budget reforecasting when necessary.
  • Respond to departmental budgetary inquiries.
  • Input and track all invoices.
  • Organize and maintain hard copy and database budget files.
  • Track program income and expenses including grant related expenses.
  • Process member/bulk/discount ticket sales and process checks for private programs.
  • Create and track invoices for speaker honorariums and travel expenses for Adult and Youth programs.

Administrative Management

  • Represent both departments at weekly Ops Taskforce Meeting.
  • Keep staff of both departments informed of relevant and inter-departmental issues.
  • Order and organize general office supplies.
  • Develop and maintain department databases and files.  
  • Compile data and perform research and analyses on department offerings.
  • Update master exhibit script and style guide as needed.
  • Maintain/update contact list of all content experts and presenters.
  • Coordinate solutions for IT issues with the IT department.
  • Coordinate general department calendars.
  • Manage logistics for department and project meetings, including room reservations, agendas, documents and briefing materials, ordering food, and coordinating virtual meetings and all AV needs. 
  • Attend department and project meetings and prepare comprehensive minutes in a timely manner, distribute as needed and monitor post-meeting follow-up. 
  • Create PowerPoint presentations for Vice Presidents and Directors as needed.
  • Make travel arrangements as necessary. Prepare itineraries and appointment schedules.
  • Book master calendar for use of spaces for department programs and events (e.g.  Theater, Green Room, and Veil).
  • Create in-house and web ticket links for Adult and Youth public programs.
  • Send out program checklists as appropriate.
  • Respond to general content and program inquiries through phone and e-mail.
  • Research potential audiences for marketing efforts.
  • Support department staff for larger projects as needed (i.e., purchasing supplies, photocopying materials, writing and proof-reading materials, sending follow-up information and materials.
  • Other duties as may arise.

Minimum Education and Experience

  • Bachelor’s degree.
  • 2-3 years of clerical, secretarial, or office experience. 
  • Museum training and/or work experience a plus. 

Skills Preferred

  • Ability to balance multiple projects, priorities, and deadlines.
  • Proficient in Microsoft Office Suite. 
  • Strong planning and organizational skills.
  • Strong communication skills (oral and written).
  • Excellent grammar and proofreading skills.
  • Excellent follow-up skills.
  • Excellent attention to detail and accuracy.

How to Apply

To Apply, please submit a cover letter, resume, and salary requirements to the E&P Application Form.