External Affairs Administrative Coordinator

Country Music Foundation Inc•Nashville, TN

75d

About The Position

The Country Music Hall of Fame and Museum has an opening for a full-time, exempt External Affairs Administrative Coordinator, who will support the work of the Executive Vice President, External Affairs. The External Affairs division includes the education, communications and marketing, and external affairs departments of the museum. The Country Music Hall of Fame and Museum seeks a highly-skilled and proactive External Affairs Administrative Coordinator to directly support the division’s EVP. The ideal candidate is a strategic partner who thrives in a fast-paced environment, can anticipate needs, is a clear communicator, and manages a wide range of administrative and operational tasks with discretion and efficiency. This role contributes to the success of the External Affairs division, which guides the museum’s communications and marketing, education, and select museum-wide events. The Administrative Coordinator directly interacts with diverse staff, including the office of the CEO, as well as members of the museum’s board of officers and trustees and other key stakeholders and VIPs. The desire to support an executive with exceptional organizational skills, a high degree of professionalism, and the ability to handle confidential information with integrity is required.

Requirements

Minimum of 3 years of experience as an executive assistant supporting C-suite or senior-level executives.
Exceptional organizational and time-management skills with a proven ability to multitask and prioritize effectively.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Canva, and other productivity tools.
Experience with Tessitura or comparable constituent relationship management (CRM) database.
Experience with budgeting and accounting software.
Outstanding written and verbal communication skills.
Strong problem-solving abilities and a proactive, "can-do" attitude.
High level of integrity and ability to maintain confidentiality.
Demonstrated ability to work independently with minimal supervision.
Must be able to work a flexible schedule, including occasional weekends and evenings.

Nice To Haves

Bachelor's degree is preferred.
Passion for the arts, museums, community engagement, and country music.

Responsibilities

Calendar and Time Management
Proactively manage and optimize a complex calendar, including scheduling meetings, appointments, and travel, as well as supporting the EVP’s timely fulfillment of meetings/appointments.
Strategically prioritize meetings and time-sensitive tasks to align with the EVP's business goals.
Anticipate and resolve scheduling conflicts.
Communication and Correspondence
Act as a primary point of contact for internal requests.
Draft, proofread, and edit internal and external communications, presentations, and reports.
Help manage and prioritize incoming information, ensuring timely and appropriate responses.
Meeting and Event Coordination
Plan, organize, and execute internal and external meetings, including preparing agendas, taking minutes, and distributing meeting materials.
Compile quarterly marketing committee reports, working across team leadership in the external affairs and revenue divisions.
Facilitate hospitality and stewardship for VIP divisional guests—from escorting guests and providing museum tours to securing room reservations and hospitality items.
Project and Administrative Support
Serve as a project coordinator for key initiatives, tracking progress and ensuring deadlines are met.
Conduct research and compile information as needed to support strategic decisions.
Maintain an organized and efficient filing system (both digital and physical).
Maintain EVP’s constituent portfolio, entering data, maintaining plans, etc. in constituent database (Tessitura).
Handle confidential and sensitive information with the utmost discretion.
Availability in an on-call capacity to support timely requests.
Travel and Expense Management
Prepare and submit detailed expense reports in a timely manner for the EVP’s office.
Purchase and/or mail museum stewardship items for stakeholders.
Coordinate domestic and international travel logistics, including flights, accommodation, and ground transportation for EVP and museum guests.

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