BAY OF PIGS MUSEUM AND LIBRARY OF THE BRIGADE 2506

ADMINISTRATIVE ASSISTANT

Full time- $30,000-$50,000 Annually based on qualifications

MIAMI, FL

The Bay of Pigs Museum and Library of the Brigade 2506 ("BOP Museum") was established in 1986 in the heart of Little Havana in Miami. It has served as a meeting place for the veterans of the Brigade 2506 since that time, and the veterans themselves volunteer to share their personal experiences with visitors to the museum.

The mission of the Bay of Pigs Museum is based on three pillars:

REMEMBER the men and their sacrifices

EDUCATE the public on the history of the Bay of Pigs and its consequences

INSPIRE and advocate for freedom and democracy in Cuba and throughout the world

The BOP Museum's vision is to be the world's premier institution exploring the impact of the Bay of Pigs Invasion in the US, Cuba and worldwide using a curated collection that details the historical event and highlights the men who participated in it, and programming that explores the parallels between the invasion and current day struggles for freedom.

Little Havana is the heart of the Cuban American community and is a main attraction for the more than 24 million yearly visitors to Greater Miami. The BOP Museum's location in this vibrant community of restaurants, art galleries and other entertainment options attracts both national and international tourists.

Candidate Profile

The BOP Museum is searching for an administrative assistant who has exemplary skills and a passion for our organization. The candidate will ensure that the daily operations of the museum are executed and prioritizes and facilitates a modernized visitor experience while keeping true to the mission of the museum.

The administrative assistance will engage in office supportive activities as well as assist supervisors/managers and other staff to guarantee the proper operation of the museum’s daily activities in an efficient and organized manner.

Administrative Responsibilities

• Manage records from an organized filing system for record keeping and retrieval. Duties include keeping track of brigade active and deceased members as well as managing an electronic and hard copy filing system of cataloged and curated items, financial records, and any other necessary items that belong in a filing system.
• Communication with brigadistas, their families, and the public. The museum receives daily calls from the public. It is the administrative assistant’s responsibility to answer inbound phone calls , screen them, and transfer them to the appropriate parties.
• The candidate will also take care of the administration of everything regarding inventories of tombs and cremations for deceased brigade members.
• Basic bookkeeping skills, managing checkbooks, statements, transfers, payments to vendors and other similar duties.
• General clerical duties that include filing, scanning, faxing, and making copies of pertinent documents for archiving or distribution. Duties also entail writing written responses to answer emails, prepare memos, drafts, reports, and correspondence.
• Handling data inquiries requests from the public as well as from supervisors and managers. The candidate must also resolve administrative problems and inquiries.
• Managing checkbooks, statements, transfers, payments to vendors and other similar duties.
• Managing all income items including sales, donations, and member fees. This includes receiving funds and depositing them in the bank account of the museum or association. Other responsibilities include payment and supervision of vendor relations. Control of inventory and salable items and contacts with vendors producing such items including payments to them. Sale of various items (caps, shirts, mugs, books etc) and collecting proceeds of such sales.
• Coordination and supervision of museum maintenance i.e. cleaning, equipment repairs and supply inventory. Responsible for furniture, computers, electric, office supplies, and other items in the museum. This may require lifting boxes with office materials. Control over museum decorations such as pictures on walls and in exhibits.
• Control of keys, cameras, and passwords regarding access and closing of the property.
• Supervision of opening and closing of the museum.
• Reporting parking violations around the museum as needed.

Education and Experience

• Bachelor's degree and two years of office management experience is preferred.
• Knowledge of Cuban history is also beneficial to perform these duties.
• Knowledge of clerical administrative procedures including record keeping.
• Proficient knowledge of office equipment and software systems such as Word, Excel, PowerPoint and Google Docs.
• Knowledge of office management skills.
• Proficiency in bookkeeping.

Desired Skill Set

• Excellent written and verbal communication skills with museum staff and the public.
• Fluent in both verbal and written English.
• Fluent in both verbal and written Spanish.
• Prioritizing duties.
• Planning and organizing.
• Teamwork collaboration, adaptability, and flexibility.
• Analytical and problem solving skills a must.
• Information gathering skills.

Job Type: Full-time

Pay: $30,000.00 - $50,000.00 per year

Schedule:

• Monday to Friday

Work Location: One location

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