Executive Assistant to the VP of Institutional Advancement

Description

The National WWII Museum is currently seeking an Executive Assistant to the Vice President (VP) of Institutional Advancement (IA). The Executive Assistant serves as the primary support to the VP of IA, increasing the VP’s capacity and effectiveness by proactively managing administrative, operational, and communications responsibilities. The Executive Assistant manages complex scheduling priorities, coordinates critical communications, supports donor and partner engagement, and helps ensure key initiatives move forward efficiently. The Executive Assistant also performs numerous complex administrative tasks requiring exceptional proficiency in Microsoft Office and similar applications. The position requires a self-starter with initiative, strong organizational skills, independent judgment, and a high degree of discretion.

Requirements

• Maintain the VP’s calendar and prepare the VP in advance for daily activities. This includes preparing meeting materials for review, coordinating internal and external meetings, reserving appropriate meeting rooms, confirming appointments, and entering calendar entries with pertinent details.
• Monitor the VP’s email inbox, identifies and prioritizes time-sensitive matters, and responds to or coordinates follow-up on issues requiring timely attention.
• Provide support for the VP’s development operations – portfolio management and major donor engagement – including maintaining Raiser’s Edge on the VP’s behalf, interfacing with VIPs and board members, and coordinating VIP visits to the museum as needed.
• Maintain a list of all tasks assigned by the VP to ensure key suspense dates are met. This requires proactive, close coordination with subordinate departments to maximize efficiency.
• Review materials prepared for the VP’s approval or signature for accuracy and proper format.
• Assist the VP in preparing for meetings and presentations, including aiding in the development of materials.
• Serve as a gatekeeper for IA budgetary matters within the electronic purchasing and requisition system.
• Prepare the monthly expense report for the VP; review the expense reports of subordinate department heads for accuracy before the VP’s signature.
• Assist in the editing and submission of semiannual Board reports.
• Provide staff support for the IA Committee Meetings as needed.
• Provide project management and staff support for other special events and projects, as approved and directed by the VP.
• Assist with the disposition of inquiries and requests addressed to the VP, whether by phone, email, or mail; remind the VP of outstanding items to secure a response.
• Receive visitors and screen phone calls to determine the nature of the business and personally handles those requesting routine information.
• Plan the VP’s professional travel and make the most efficient and appropriate arrangements, including air, ground, lodging, and other reservations. Include all travel details in the Outlook calendar. Provide a detailed, fully integrated travel itinerary/agenda, including flight schedule, accommodations information, contact information, and meeting itinerary.
• Undertake other duties and special projects as assigned by the VP.

Qualifications

• Bachelor’s degree preferred and a minimum of five years of senior-level administrative experience associated with administrative functions, preferably at a non-profit institution.
• Extensive knowledge of office procedures, knowledge of computers and related software, and knowledge of basic office equipment.
• Exceptional oral and written communication skills.
• Ability to work with sensitive and confidential information.
• Exceptional organizational and interpersonal skills; ability to perform in a collaborative work environment.
• Ability to work on multiple assignments under pressure and to consistently meet deadlines.
• Willingness to work overtime during special events, heavy visitation periods, or when project deadlines require.

In addition to offering competitive wages, the Museum’s benefits package includes: 

• Medical insurance – 2 plan options; Museum pays 75% of premium 
• Dental and vision insurance 
• Flexible spending account 
• 401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment 
• Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available 
• Long term disability insurance 
• Paid vacation and sick leave, 10 paid holidays per year 
• Free parking 
• Tuition assistance and professional development 
• Employee assistance program 

The National WWII Museum is an equal opportunity employer and seeks diversity in its workforce.  We are dedicated to a policy of non-discrimination in employment on any basis including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.  Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.