Administrative Coordinator, Marketing & Revenue

About Us: The Griffin Museum of Science and Industry is the largest and most interactive science museum in the Western Hemisphere. The Griffin Museum of Science and Industry (Griffin MSI) exposes guests of all ages to awe-inspiring exhibitions that spark curiosity and bring science to life. Griffin MSI’s mission – to inspire the inventive genius in everyone – is realized through its world-class exhibitions and engaging guest experiences. The Museum provides programs and experiences that deepen the engagement of students and teachers in science and science-related disciplines, with a vision to inspire and motivate our children to achieve their full potential in the fields of science, technology, engineering and math.

We offer a creative, collaborative, and innovative environment for our employees. Our employees get great perks such as: benefits starting day one of your employment, free admission to Griffin MSI for family and friends, free admission to other museums, free parking in Griffin MSI’s garage and more! If you are equally passionate about our vision and want to be surrounded by a team of dynamic, smart and innovative people, the Griffin Museum of Science and Industry is the right place for you!

The Job: The Administrative Coordinator, Marketing & Revenue serves as a key administrative and strategic partner to the Chief Marketing & Revenue Officer (CMRO) and the broader Marketing department. This role ensures seamless execution of daily operations, manages team communications and logistics, and supports the implementation of high-impact initiatives with a high-level of judgement, discretion, and proactive problem-solving.

This is a hybrid position that requires flexible hours for occasional weekend, evening, and holiday events.

Responsibilities

• Monitor and triage CMRO communications including emails, calls, and inquiries; must respond or delegate appropriately. 
• Maintain organized, accessible systems for both digital and physical filing and documentation.
• Process and track departmental expenses and reimbursements; collect receipts and ensure accurate financial documentation.
• Manage vendor invoicing and billing processes for the Marketing department, ensuring timely approvals, accurate coding, and alignment with budget allocations.

• Book and manage travel arrangements with thoughtful consideration of travel needs and mitigating possible disruptions as needed.
• Own department and senior leadership calendar management, carefully aligning multiple schedules with business priorities.

• Provide in-person and logistical support for Board meetings, external partner engagements, and internal team events.
• Create polished, executive-ready presentations and slide decks with clear messaging and strong visual design for internal and external stakeholders and Board meetings.
• Prepare agendas, presentations, briefing materials, and meeting notes; track and follow-up on action items.
• Assist in coordinating key departmental events including conferences, campaign launches, and team-building activities.
• Coordinate project timelines and support cross-functional stakeholders to ensure deadlines and deliverables are met.

• Act as a trusted liaison, handling sensitive information with discretion.
• Build and maintain strong relationships with internal teams, externals partners and vendors.
• Collaborate closely with other coordinators and executive support staff to streamline communication across departments.
• Other duties as assigned.

Qualifications

• High school diploma or GED required; Bachelor's degree preferred.
• Five (5) to seven (7) years' experience in executive administration or office management, preferably in a marketing, agency, or nonprofit environment.
• Experience supporting senior leadership and efficiently managing multiple projects and priorities with competing deadlines.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication.
• Must demonstrate professionalism, poise, and the ability to manage confidential information.
• Ability to work in a collaborative, team-oriented environment with a proactive and solution-oriented mindset and the ability to anticipate the needs of the team.
• Experience with Microsoft Office Suite required and project management platforms (e.g., Asana, Basecamp, or similar).
• Knowledge of design tools such as Adobe Creative Suite and Figma a plus.
• Must be willing and able to work a flexible schedule to include nights, holidays, and weekends.
• Language:
  • Ability to read and interpret documents such as data reports, etc.
  • Ability to write routine reports and correspondence.
  • Ability to speak effectively before groups of employees of the organization.
• Mathematical:
  • Ability to calculate figures and amounts such as percentages, area, and volume.
• Reasoning:
  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Physical:
  • While performing the duties of this job, the employee is regularly required to 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 occasionally required to sit; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell.
  • The employee must occasionally life and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Work Environment:
  • The noise level in the work environment is usually moderate.

Our Inclusion and Belonging Statement

The Griffin Museum of Science and Industry is committed to advancing diversity, equity, accessibility and inclusion across our workforce, experiences, and day-to-day operations. As Griffin MSI employees, we are each responsible for making the Museum a welcoming place externally for guests and internally for our colleagues within the scope of our roles.

Griffin MSI is an Equal Opportunity/Affirmative Action employer, which includes providing equal opportunity without regard to race, color, religion, gender, national origin, disability, or protected veteran status.