Overview

Description

Position Title: External Affairs Administrative Manager

FLSA Classification: Full-Time; Non-Exempt

The Country Music Hall of Fame® and Museum External Affairs Division

The Country Music Hall of Fame and Museum has an opening for a full-time, non-exempt External Affairs Administrative Manager, who will support the work of the Senior Vice President of External Affairs. The External Affairs division includes the education, marketing, public relations, and development departments of the museum.

Company Overview: Located in the heart of downtown Nashville, the Country Music Hall of Fame® and Museum documents and interprets the history of country music—a musical genre and culture central to the identity of the city, the state, and the nation. Accredited by the American Alliance of Museums, the museum proudly combines subject expertise, ambitious research, and preservation of an unparalleled collection with expressions of creativity in music, art, and history. The museum collects artifacts that illustrate the evolving history and traditions of country music while providing diverse learning opportunities. The core exhibit follows the story of country music from its folk beginnings through its emergence as a commercial art form. Rotating exhibits examine a broad range of topics, from country classics to ultra-contemporary and emerging artists in the American Currents: The State of the Music exhibit. The museum owns Hatch Show Print, a letterpress print shop opened in 1879, and it operates Historic RCA Studio B, where Elvis Presley and many others recorded.

External Affairs Department Overview: The External Affairs department oversees divisional operations and organization of the museum’s development, education, marketing, and public relations departments. The External Affairs Administrative Manager will focus work on the office of the Senior Vice President of External Affairs, who primarily supports the 10 director-plus-level staff who guide the museum’s work in these areas; the education council and the marketing and development of the board of officers and trustees; as well as many high-profile museum relationships.

Position Overview: The Country Music Hall of Fame and Museum seeks an External Affairs Administrative Manager to:

  • Provide administrative leadership to support Senior Vice President of External Affairs.
  • Provide constituent stewardship, project, and general administrative support to the External Affairs division, focused on collaborations with the museum’s CEO and executive staff; senior staff; the leaders of this division; members of the board of officers and trustees and councils; and the Circle Guard, which unites and celebrates individuals whose highest-level contributions of time, talent, and treasure to the museum safeguard the integrity of country music and make it accessible to a global audience.
  • This position reports to the Senior Vice President of External Affairs and will actively collaborate with staff within the education, marketing, communications, and development departments.

Specific Job Duties:

  • Manages administration and operations of SVP External Affairs’ office efficiently and effectively:
  • Answers phones; schedules meetings; opens mail; and completes expense reports and purchase orders.
  • Supports donor portfolios by maintaining prospect lists for various campaigns, entering data, maintaining plans, and documenting moves management in constituent database (Tessitura).
  • Drafts and records correspondence on behalf of the SVP of External Affairs, coordinating stewardship and outreach to donors within her portfolio.
  • Supports communication and works with External Affairs division, as well as committees of the Board of Officers and Trustees by creating meeting agendas, reports, and related materials.
  • Guides preparation of quarterly committee reports, agendas, and meeting structures
  • Serves as a primary staff liaison for museum’s Circle Guard and facilitates initiation of new Circle Guard members and creation of associated regalia; manages the annual display, care, and ongoing additions to Circle Guard ceremonial museum artifacts; and assists with planning of Circle Guard member events and meetings.
  • Oversees scheduling, hospitality, and stewardship for VIP divisional guests by coordinating museum tours and staff greets, donor gifting, travel booking assistance, meeting room reservations, etc.
  • Serves as project manager for special initiatives within the division, including foreign language translations of museum materials, exhibit and programmatic redevelopments, and other projects requiring a high level of interdepartmental collaboration and organization. May conduct additional research projects on topics related to trends and best practices in the museum field, as assigned.
  • Supports Development and Education administration:
  • Provides staff support at museum receptions and other events hosted by the External Affairs division.
  • Structures and attends biweekly External Affairs Directors meetings in coordination with directors and takes notes.
  • Orders office and project supplies.
  • Assists with budget and expense input and reconciliation.

Requirements

Minimum Qualifications:

  • Bachelor’s degree
  • 2-3 years of experience in office administration
  • Highly organized, detail-oriented, and able to handle sensitive information with confidentiality
  • Excellent interpersonal skills and ability to work well with and interact with a broad spectrum of personalities and diverse populations
  • Comfort and familiarity with working in a fast-paced environment, with proven success at multitasking
  • Ability to respond to a wide variety and volume of inquiries and resolve requests in an appropriate and efficient manner
  • Ability to interpret instructions furnished in written, oral, diagram, or schedule form
  • Ability to solve problems and prioritize needs in a variety of situations where immediate decisions may be necessary
  • Database management experience, with preference given to Tessitura users
  • Passion for the arts, museums, community engagement, and country music

Preferred Qualifications:

  • Executive support experience
  • Development experience
  • Museum experience

Conditions of Employment:

Must be able to work a flexible schedule, including occasional weekends and evenings.

Application Instructions:

Due to the high volume of applications for this position, hiring managers will only contact candidates who will be advanced for an interview. Please refrain from calling or emailing to inquire about the status of your application.

Please upload a resume, cover letter, and three professional references when applying for the position.

Applications are only accepted online on our career page: https://countrymusichalloffame.org/employment.

This position requires a background check to be completed in advance of work start.

Note to Applicants:

The Country Music Hall of Fame and Museum is an equal opportunity employer. We celebrate the varied attributes, characteristics, and perspectives that make each person unique, and we believe that fostering a culture of inclusion is essential to institutional excellence. The museum promotes an environment of respect, communication, and understanding, while actively seeking opportunities to learn about and establish practices that further facilitate equity. The museum does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. The Country Music Hall of Fame and Museum does not tolerate discrimination or harassment based on any of these characteristics. We are a drug-free workplace and an equal opportunity employer that welcomes all qualified candidates to apply for open positions. The Country Music Hall of Fame and Museum is committed to providing a safe and secure environment for its staff and visitors. All offers of employment are subject to and contingent upon the successful completion of a background check and employment verification, including federally mandated E-verify processes, as required for position.

All applicants must submit a resume, cover letter, and three professional references with their online application to be considered for this role.