Executive Assistant To the Vice President Of Institutional Advancement

The Executive Assistant serves as the primary support position to the Vice President of Institutional Advancement and is responsible for a wide variety of internal and external communications involving day-to-day operations with specific attention to coordinating the work of the Vice President. Additionally, the Executive Assistant 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 who maintains strict confidentiality.

Responsibilities

• Maintain the Vice President’s calendar and prepares the Vice President in advance for their daily activities. This includes having meeting materials for review in advance, internal and external meeting coordination, reserving appropriate meeting room, confirming appointments in advance, calendar entries including pertinent details.
• Maintain and update the Vice President’s Outlook Contact list(s).
• Monitor the size of Vice President’s Outlook Inbox and performs routine housecleaning or archiving.
• Plan the Vice President’s professional travel and make the most efficient and appropriate arrangements, including air, ground, lodging and other reservations. Includes all travel details within Outlook calendar. Provides a detailed fully integrated travel itinerary/agenda including flight schedule, accommodations information, contact information, and meeting itinerary. If international travel requires, arranges appropriate cell phone data plan in advance.
• Provide support for the Vice President’s development operations - portfolio management and major donor engagement -- including maintaining Raiser’s Edge on behalf of the VP, interfacing with VIPs and board members, and coordinating VIP visits to the museum, as needed.
• Serve as a “gatekeeper” for IA budgetary matters in the electronic purchasing and requisition system.
• Create/maintain a system of filing. File correspondence, reports, documents, etc. for the Vice President.
• Process the Vice President’s office mail, create draft responses to correspondence when appropriate.
• Maintain a listing of all tasks assigned by the Vice President to ensure key suspense dates are met. This requires proactive and close coordination with subordinate departments to maximize efficiency.
• Maintain a log for materials (gifts, books, artifacts) received by mail or by delivery. The log shall include the department to which such materials are forwarded for processing.
• Assist in the disposition of inquiries and requests addressed to the Vice President, either by phone, email or USPS (mail); remind Vice President of unanswered items with the goal of securing a response.
• Receive visitors and screen phone calls to ascertain the nature of the business and personally handles those requesting routine information.
• Review materials prepared for the Vice President’s approval/signature for accuracy and proper format.
• Prepare monthly expense report for the Vice President; review the expense reports of subordinate department heads for accuracy before the Vice President’s signature.
• Provide staff support for the Institutional Advancement Committee Meetings as needed.
• Provide project management and staff support for other special events and projects as approved and directed by the Vice President.
• Assist the Vice President in preparation for meetings, engagements, speeches, etc. in advance of the event.
• Undertake other duties and special projects as assigned by the Vice President.

Qualifications

• Bachelor’s degree preferred and a minimum of five years 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 age, sex, race, religion, national origin, sexual orientation, or disability. Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.