Executive Assistant and Office Administrator

Description

The National Building Museum inspires curiosity about the world we design and build.

We are a private non-profit institution that transforms understanding of the history and impact of architecture, engineering, landscape architecture, and design. The National Building Museum educates, entertains, and engages people about the built environment and challenges them to advocate for a sustainable and equitable future.   

Position Summary

The Executive Assistant/Office Administrator (EAOA) provides high-level administrative and operational support to the Executive Director (ED) and plays a central role in ensuring the efficient, professional, and welcoming operation of the Executive and Administrative offices. As a trusted partner to the ED, the EAOA manages a wide range of priorities with discretion, sound judgment, precision, and exceptional attention to detail. 

The EAOA manages the ED’s calendar and communications and serves as an important liaison among the Executive Director’s office, staff, the Board of Directors, external stakeholders, VIPs, and the public. The position coordinates Board and committee meetings, executive and VIP meetings, tours, and other high-level engagements, ensuring thoughtful preparation and outstanding hospitality throughout. Working collaboratively across the organization, particularly with Development and Marketing, the EAOA helps coordinate VIP and stakeholder relationships and ensures clear, timely communication across departments. The EAOA also works closely with the COFO to maintain and continuously improve administrative processes and office operations. Reporting directly to the Executive Director, the EAOA serves as a highly visible ambassador for the Executive Director’s office and the organization, bringing professionalism, responsiveness, warmth, and a service-oriented approach to every interaction. 

Essential Duties and Responsibilities

Office Management

• Provides support to the ED including managing phone and written communications, organizing and maintaining files of official corporate and internal records, coordinating ED’s calendar, scheduling meetings on ED’s behalf, updating and maintaining ED’s contacts, making travel arrangements and organizing hospitality for meetings.
• Opens and sorts mails, forwards materials to appropriate departments, and provides essential administrative support for ED and senior staff as required by the ED.
• Follows up on items delegated to staff by ED to assess progress and ensure deadlines are met; updates ED on status of projects and other relevant issues.
• Assists in research and writing related to planning and other projects.
• Supports functions of the office by ordering office supplies, managing parking passes for staff and tenants, maintaining printers and supplies.

Board of Trustees

• Serves as direct liaison to the Board and specific Board Committees; answers questions, facilitates communications and works collaboratively with Development to steward and engage the Board. 
• Schedules meetings, prepares packets and coordinates any technical requirements and hospitality. 
• Prepares Minutes of quarterly Board meetings and some sub-committee meetings 
• Updates documents pertaining to Board operations.  

Special Projects

• Manages special projects as needed for the ED’s office including working closely with Development, Marketing and Visitor Services Departments on administrative tasks and/or logistics associated with special events, press tours, annual gala and other donor, visitor and/or patron engagement projects as needed. 
• Coordinates all hospitality, set-ups and planning for ED meetings and special circumstances. 
• Other duties assigned. 

Requirements

Qualifications and Requirements

• Bachelor’s degree in a relevant field preferred, with demonstrated administrative experience, which includes organizational, communication and clerical skills and a highlevel of customer service. 
• Candidate must have advanced knowledge of the Microsoft 365 Suite (Outlook, Teams, Word, PowerPoint and proficiency in Excel). Experience/savvy with digital team communication platforms and project management systems a plus.
• Skilled in Adobe creative suite a plus.
• Top-notch people skills, with demonstrated experience in effectively communicating with diverse audiences. 
• Must be detail-oriented, proactive, with excellent follow-up and organizational skills. 
• Experience with or knowledge of the structure of a nonprofit and/or cultural organization. 
• Excellent writing and proofreading/editing skills. 
• Ability to take direction and then work independently with discretion is essential. 
• Ability to bring a mix of positive energy, adaptability, critical thinking skills and a “roll up the sleeves attitude” towards their work and their co-workers. 

What We Offer

Full-time employees are eligible for the following benefits:

• Medical, Dental and Vision insurance.
• Employer paid Life and Disability insurance.
• Hybrid schedule.
• 11 paid holidays.
• Generous paid time off policy.
• 403 (b) plan with match.
• Museum Shop discounts.
• Free on-site parking.