External Affairs Administrative Coordinator

Description

• Position Title: External Affairs Administrative Coordinator
• FLSA Classification: Full-Time; 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, 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. 

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. 

What We Offer for Full-Time Staff: 

• 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

Departmental Overview: The External Affairs division oversees operations and organization of the museum’s communications and marketing, education, and external affairs departments. The Administrative Coordinator is part of the office of the EVP, External Affairs, who primarily supports eight associate director-plus-level staff who guide the museum’s work in these areas; the education council and the marketing committee of the board of officers and trustees; as well as many keystone museum relationships. 

Position Overview: 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.

Specific Job Duties:

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.

Requirements

Minimum Requirements:

• Minimum of 3 years of experience as an executive assistant supporting C-suite or senior-level executives.
• Bachelor's degree is preferred.

Key Qualifications (Knowledge, Skills & Abilities):  

• 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.
• Passion for the arts, museums, community engagement, and country music.

Conditions Of Employment:

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

Notes To Applicant:

The Country Music Hall of Fame® and Museum is an equal opportunity employer. We respect the varied attributes, characteristics, and perspectives that make each person unique. The museum promotes an environment of respect, communication, and understanding, while actively providing opportunities for all employees of all backgrounds the skills, experience, and information necessary to succeed. The museum does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy, childbirth and related medical conditions), national origin, political affiliation, gender identity, sexual orientation, disability, genetic information or characteristics, age, membership in an employee organization, military or veteran status, 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.

Due to the high volume of applications received for this position, hiring managers will only contact candidates they are interested in scheduling for an interview. Please refrain from calling to inquire about the status of your application. 

Please upload a resume and cover letter when applying for the position.

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