Organization: Barber Vintage Motorsports Museum
Location: Birmingham, AL
Job Type: Full-Time
About Us:
The Barber Vintage Motorsports Museum is dedicated to the preservation, interpretation, exhibition and history of motorcycles, vintage vehicles, and motorsports. Our museum showcases a diverse collection of vintage and modern motorcycles and cars, offering visitors a unique glimpse into the evolution of the automotive industry.
Position Summary:
As the Executive Assistant to the Director at the Barber Museum, you will play a crucial role in supporting the leadership team and ensuring the efficient operation of our organization. You will be responsible for managing administrative tasks and facilitating the smooth execution of the executive director's responsibilities. This position provides the necessary leadership skills to work effectively with management, staff, and members of the board to accomplish the strategic goals of the organization, as such the position requires discretion in handling confidential, sensitive, and timely information.
Key Responsibilities:
- Calendar Management: Maintain and organize the executive director's schedule, coordinate appointments, meetings, and events, and provide timely reminders.
- Communication: Act as a primary point of contact for internal and external stakeholders, screen phone calls, emails, and correspondence, and respond or redirect as necessary.
- Travel Arrangements: Arrange travel itineraries, accommodations, and transportation for the executive director and other team members as required.
- Meeting Support: Prepare agendas, take minutes, and assist in the organization of board meetings, staff meetings, and other critical gatherings.
- Document Management: Manage and organize important documents, files, and records, ensuring they are easily accessible and confidential information is safeguarded.
- Event Coordination: Assist in planning and executing special events, fundraisers, and promotional activities in collaboration with the executive director.
- Research and Reporting: Conduct research on various topics as directed, compile data, and create reports to support decision-making.
- Bookkeeping and Financial Management:
- Maintain accurate financial records, including accounts payable and receivable.
- Process invoices, track expenses, and reconcile financial statements.
- Assist in preparing budgets and financial reports for the Director and Board of Directors.
- Coordinate with external accountants or auditors as required.
- Facilities Management:
- Oversee the day-to-day operations of museum facilities.
- Ensure maintenance and cleanliness standards are upheld.
- Manage vendor relationships and contracts for facility services.
- Coordinate repairs, renovations, and facility improvement projects.
- Interdepartmental Liaison: Facilitate communication and collaboration between departments, ensuring projects and initiatives progress smoothly.
- Support to the Board: Assist in board-related activities, including board meeting preparations, communication with board members, and maintaining board records.
Qualifications:
- Bachelor's degree or equivalent experience preferred.
- Proven experience as an executive assistant or in a similar role.
- Exceptional organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in office software and tools (e.g., Microsoft Office, Google Workspace).
- Discretion and ability to handle sensitive information with professionalism.
- Excellent interpersonal skills and the ability to work effectively with diverse teams.
- Preference for multilingual and/or English speakers with comfort and practice communicating across cultural and language barriers.
Benefits:
The Barber Museum offers a competitive salary, comprehensive benefits package, and the opportunity to be part of a dynamic and passionate team committed to preserving automotive history and promoting our mission.
If you are a highly organized, detail-oriented, and adaptable individual with a passion for automobiles and a desire to contribute to a meaningful cause, we encourage you to apply for the position of Executive Assistant to the Director. Join us in our mission to share the love of automotive history with the world.