Position Summary :
The Executive Assistant to the Executive Team provides high-level administrative support to the Executive Director and the President, serving as a trusted partner in managing daily operations, communications, and strategic initiatives. This role requires exceptional organizational skills, discretion, and the ability to coordinate across departments and with external stakeholders. The ideal candidate will be proactive, highly professional, and capable of handling complex tasks in a dynamic cultural institution.
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.
Key Responsibilities :
Administrative & Operational Support :
- Manage the Executive Team's calendars, scheduling meetings, and appointments.
- Serve as a primary point of contact between the Executive Team and internal / external stakeholders, including board members, VIP's, donors, and Spy Museum staff.
- Prepare and review correspondence, reports, and presentations on behalf of the Executive Director and the President.
- Assist in the planning and execution of leadership team and other meetings, including preparing agendas, taking minutes, and distributing materials.
Board, Donor and External Relations :
Act as a liaison between the Executive Director and the Advisory Council, managing communications, responding to emails and texts and planning meetings.Support Board of Directors stewardship by responding to emails and texts and coordinating Spy Museum visits.Assist in planning Board and VIP events, working closely with the development and events teams.Help facilitate emails, calls, and other communication on behalf of the Executive Team. Frame and produce templates for draft follow up emails, and reminders for follow-up personalized, handwritten notes.Media, Project & Event Coordination :
Support the Executive Director for academic speaking engagements, media engagements, keynote speeches, intelligence policy briefings, and podcast interviews covering various intelligence and counterterrorism matters.Support museum-wide initiatives by tracking progress, compiling research, and ensuring alignment with the Spy Museum's goals.Assist in planning and executing high-profile museum events, such as exhibition openings, fundraising events, and leadership retreats.Liaise with exhibitions, programs, private events and operations teams to support cross-departmental projects.Confidentiality & Professionalism :
Handle sensitive and confidential information with discretion and professionalism.Anticipate the Executive Team's needs and proactively address potential issues before they arise.Represent the museum's leadership with professionalism and diplomacy in all interactions.Thoughtfully advise and share opinions with the executive team as appropriate.Minimum Education and Experience Required :
Bachelor's degree required; interest in museums, education, national security and / or international affairs is preferred.A minimum of 7-10 years of executive-level administrative experience, preferably in a cultural or nonprofit institution or at a government contractor in the national security field.Success Traits :
Strong organizational and time-management skills, with the ability to multitask and prioritize effectively.Excellent written and verbal communication skills, including the ability to draft professional correspondence.High proficiency in Microsoft Office Suite and virtual meeting platforms (Zoom, Teams). Tech savvy with experience in Salesforce or a CRM is preferred.Ability to work flexible hours, including occasional evenings and weekends for museum events.Compensation & Benefits :
Salary range : $90,000 plus, commensurate with experience.Comprehensive benefits package, including health insurance, retirement plan, and paid time off.Professional development opportunities.
Salary : $90,000
