Executive Coordinator

Omaha Children's Museum, Inc; Omaha (NE); On-site; USD 45,000 - 55,000; Full time

Job summary

Omaha Children’s Museum (OCM) is seeking an Executive Coordinator to provide high-level administrative, operational, and project support to the CEO and senior leadership. The role ensures smooth day-to-day operations, supports strategic initiatives, and strengthens cross-department collaboration with the Board and external partners.

Responsibilities include executive support, board/minutes, project coordination, donor communications, and office management.

Qualifications

• Proven experience in executive support, office management, nonprofit administration, or a related field.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.

Responsibilities

• Provide direct administrative support to the CEO, including calendar management, meeting preparation, travel coordination, and correspondence.
• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, materials distribution, and minute-taking.
• Assist with cross-departmental projects, ensuring timelines, deliverables, and communication remain on track.
• Draft and manage executive-level communications and donor stewardship activities.
• Maintain organized filing systems and support budgeting for executive-level activities.

Skills

Executive support

Office management

Nonprofit administration

Communication skills

Education

Bachelor’s degree preferred

Tools

Microsoft Office

CRM tools

Job description

Salary Range: $45,000.00 To $55,000.00 Annually

Job Title : Executive Coordinator

Employment Status: Full-Time, Salary | Exempt

Location: On Site | In Person

Department : Administration
Reports To : Chief Executive Officer (CEO)

We value a diverse workforce and inclusive culture. OCM encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, disability, or veteran status.

Mission: To engage the imagination and create excitement about learning.

Who We Are: Omaha Children’s Museum (OCM) is a mission-driven nonprofit that has enriched the lives of children for 50 years. We believe that behind every great organization are great people, and we are committed to building a team that reflects the passion, creativity, and diversity of the community we serve. We welcome and encourage all qualified applicants who share our vision and want to make a meaningful impact through our mission.

OCM is a vibrant, hands-on environment created to spark curiosity and inspire creativity through engaging exhibits, workshops, and events. We are dedicated to fostering an inclusive, educational, and joyful space that supports every child’s learning and growth. Our mission extends far beyond our walls—we strive to be a trusted community hub for early childhood development, partnering with childcare providers, teens, young parents, and early childhood advocates to support and strengthen the families of our region.

Position Summary:

The Executive Coordinator provides high ‑ level administrative, operational, and project support to the Chief Executive Officer (CEO) and senior leadership team at Omaha Children’s Museum (OCM). This role ensures smooth day ‑ to ‑ day operations, supports strategic initiatives, and strengthens communication and coordination across departments, the Board of Directors, and external partners. The Executive Coordinator represents OCM with professionalism, discretion, and a strong commitment to the museum’s mission.

Key Responsibilities:

Executive Support

• Provide direct administrative support to the CEO, including calendar management, meeting preparation, travel coordination, and correspondence.
• Prepare, edit, and organize documents, presentations, and reports.
• Assist with tracking organizational priorities, deadlines, and follow ‑ up actions.
• Maintain confidentiality and handle sensitive information with discretion.

Board & Committee Support

• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, materials distribution, and minute ‑ taking.
• Maintain accurate records, rosters, and governance documents.
• Support communication between board members and museum leadership.

Project & Operational Coordination

• Assist with cross ‑ departmental projects, ensuring timelines, deliverables, and communication remain on track.
• Support museum initiatives such as strategic planning, annual reporting, and special projects.
• Help coordinate executive ‑ level events, donor meetings, and community engagements.

Communication & Relationship Management

• Serve as a professional point of contact for internal and external stakeholders, including donors, partners, vendors, and community leaders.
• Draft and manage executive ‑ level communications, including emails, memos, and announcements.
• Support donor stewardship activities in collaboration with the Development team.

Administrative & Office Management

• Maintain organized digital and physical filing systems.
• Support invoice processing, expense tracking, and budget monitoring for executive ‑ level activities.
• Assist with onboarding and orientation for new leadership team members.
• Provide general administrative support to ensure efficient office operations.

Qualifications

• Proven experience in executive support, office management, nonprofit administration, or a related field.
• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and judgment.
• Proficiency with Microsoft Office Suite, Adobe Acrobat, and comfort with CRM or project ‑ management tools.
• Ability to work independently, anticipate needs, and maintain a proactive approach.
• Commitment to the mission and values of Omaha Children’s Museum.

Preferred Qualifications & Competencies:

• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum of 2 years’ experience in executive support, strategic coordination, or project coordination, preferably in a nonprofit, museum, or fundraising environment.
• Strong organizational, project management, and written and verbal communication skills, with excellent attention to detail and follow-through.
• Proven ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced setting.
• Demonstrated ability to facilitate meetings and planning sessions with diverse stakeholders and teams.
• Strong interpersonal skills with the ability to build relationships and interact professionally with donors, Board members, partners, and staff.
• Familiarity with nonprofit governance and experience supporting Board communication and engagement.
• High level of discretion, emotional intelligence, and sound professional judgement.
• Adaptable, proactive, and able to work both collaboratively and independently.

Physical Qualification:

• Perform repetitive tasks, including administrative work and designing resources using computer software programs
• Push or pull equipment, such as a small flatbed and wheeled cases
• Lift and carry items up to 20 pounds, including audio visual equipment and file boxes.

Qualifications and experience will be considered in the compensation for this position.