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Administrative Assistant, Events

The Intrepid Sea, Air & Space Museum is a non-profit, educational institution featuring the legendary aircraft carrier Intrepid, the space shuttle, Enterprise, the world’s fastest jets and a guided missile submarine. Opened in 1982, the Museum, anchored aboard the former USS Intrepid, a National Historic Landmark, welcomes approximately 1 million visitors annually. The Mission of the Intrepid Museum is to promote the awareness and understanding of history, science and service through its collections, exhibitions and programming, in order to honor our heroes, educate the public and inspire our youth.

The Intrepid Museum is currently seeking an Administrative Assistant who is responsible for providing administrative support to the Assistant Vice President and Events Department team. 

Essential Duties and Responsibilities

  • Answer phones and follow up on messages
  • Manage event calendars
  • Gather and distribute weekly production notes
  • Schedule meetings
  • Manage comprehensive database of event clients
  • Update or create event forms for internal use
  • Organize department shared folders
  • Write thank-you letters and handle mailings
  • Coordinate business gifts
  • Organize and maintain department filing
  • Handle department finances:
    • Create purchase orders; code and track invoicing
    • Manage department expenses
    • Assist in developing department budget
  • Manage and maintain inventory of office supplies and event equipment
  • Coordinate and assist as needed with Venue Marketing Manager on advertisements, e-blasts, collateral, etc.
  • Create event quarterly reports, including quarterly event database, year-to-date revenues, budget vs. actuals, vendors commissions, a list of marketing/sales outreach, lost business, client feedback and current projects
  • Perform other duties as required by management

Technical Job Specifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • One to three years administrative experience or training, or equivalent combination of education and experience
  • Highly proficient in Word, Excel, PowerPoint and data entry
  • Excellent organizational skills, attention to detail and ability to multitask effectively
  • Ability to complete projects efficiently and meet deadlines
  • Ability to represent the department in a highly professional manner and maintain confidentiality of sensitive data/material
  • Strong interpersonal and communication skills at all levels of an organization, from line workers to senior management level
  • Ability to be flexible, proactive and resourceful
  • Strong critical-thinking and problem-solving skills

Physical Demands and Work Environment

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; and talk or hear. The employee frequently is required to stand, walk and reach with hands and arms. The employee is regularly required to climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift or move up to 20 pounds. Specific vision abilities required by this job include close vision and color vision.
  • Work Environment: While performing the duties of this job, the employee is not exposed to weather conditions. The noise level is usually moderate.

For consideration e-mail ersume with salary requirements to:

Be sure to include the title of the position you are interested in and your salary requirements.

Only those candidates selected for an interview will be contacted.

The Intrepid Sea, Air & Space Museum is an equal opportunity employer.