Administrative Coordinator, Finances and Operations

Country Music Foundation Inc•Nashville, TN

About The Position

This position will be responsible for supporting the Executive Vice President of Finances and Operations in all administrative work, including (but not limited to) scheduling and calendar management, event planning and scheduling for this division, VIP guest services, memo and letter correspondence preparation, filing, answering telephones, compiling and tracking expenses and office organization. This position also supports other leadership members of this division, including attending meetings, taking notes and tracking status of projects. Such support includes preparation of power point presentations, graphs and word documents as required. This position requires excellent attention to details, organizational skills, discretion, superior communication skills, and the ability to work in a fast-paced environment.

Requirements

College degree (Associates or Bachelors) in a related field
2 plus years of administrative experience
Ability to work quickly and accurately
Strong skills in communication, organization and attention to detail
Intermediate to advanced proficiency in all areas of Microsoft Office; including Teams, Word, Power Point, Outlook

Nice To Haves

Proficient knowledge of Excel
Experience using Canva and Microsoft Project is strongly preferred
Experience coordinating internal activities/events/receptions

Responsibilities

Provide general administrative support
Draft email / letter correspondence on behalf of the Executive Vice President
Maintain schedule for the Executive VP and schedule meetings (internal and external)
Generate reports and support materials as required
Create agendas, reports, graphs and charts, and other materials for committees and board meetings
Manage extremely busy calendar of events and other organizational activities
Strong initiative to follow up with various department directors on outstanding items and tasks on behalf of EVP
Prepare expense reports and purchase orders as needed
Assist in organizing and implementing special projects and events
Assist EVP by taking notes in Leadership meetings and following up with Directors in each Department within the Division to ensure “hot list” items move forward in a timely manner
Proactively follows up on action items to ensure deadlines are met (with EVP and departments as needed)
Member of the museum’s Employee Experience Committee, planning 10-15 social and professional development events per year for staff
Leading the planning for our staff milestone anniversary recognition events
Order milestone anniversary posters and frames and coordinate with vendors to ensure materials are on site for staff anniversaries
Maintaining the HR and Employee Experience Committee calendar of events
Manage CMHOF’s “Higher Ground” report, fielding submissions for building fixes and beautification and disseminating work accordingly
Manage facilities department project calendar
Assist with reports for our ongoing sustainability initiative and communicating progress to staff regularly
Maintain staff phone list and photo book
Order and maintain office supplies for building
Act as backup to operations for processing mail and overnight deliveries
Maintain staff office floor plan and coordinate office set up for new staff
Maintain digital HR board in breakroom and ensure it is up to date as events occur
Creates and publishes the Lineup monthly – an internal publication for upcoming events and news for employees
Is the point of contact for ordering staff materials – name tags, name plates and business cards
Coordinate volunteer opportunities for staff members
Coordinate interviews for Executive VP and CEO
Act as backup administrative support for the CEO’s office as requested

Benefits

Medical, Dental, Vision, Life Insurance Options
Competitive Pay
Paid Vacation and Sick Days
Paid Holidays (13) and Floating Holidays (2)
401(K) with Up to 3% Employer Match
Employee Assistance Program (Free Counseling and Legal Services)
Eligibility for Public Service Student Loan Forgiveness
FREE 24/7 Downtown Parking and Transit Benefits
Continuing Professional Offerings
Complimentary Museum Admission (For Yourself, Family, and Friends)
Reciprocal Partnerships with Local Venues (The Nashville Zoo, Dollywood Theme & Water Parks, National Museum of African American Music, tours at The Opry and The Ryman Auditorium, and more)
Up to 25% Discount in Retail Stores and Onsite Restaurant Venues
Opportunities to Attend Exhibit Openings, Concerts and Special Events
Employee Engagement Activities and Opportunities
FSA and Dependent Care Options
Dog Friendly Work Environment
Volunteering and Community Engagement Opportunities