EXECUTIVE ASSISTANT TO VP OF EDUCATIONS & ACCESS Job at Elixir Technologies

Job Type

Full-time

Description

The National WWII Museum is currently seeking an Executive Assistant to the Vice President (VP) of Education and Access. The Executive Assistant serves as the primary support position to the VP of Education and Access 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 VP. 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.

Requirements

• Maintain the VP's calendar and prepare the VP in advance for his daily activities. This includes having meeting materials for review in advance, internal and external meeting coordination, reserving appropriate meeting rooms, confirming appointments in advance, calendar entries include pertinent details.
• Maintain and update the VP's Outlook Contact list(s).
• Monitor the size of VP's Outlook Inbox and perform routine housecleaning or archiving.
• Plan the VP's professional travel and make the most efficient and appropriate arrangements, including air, ground, lodging and other reservations. Include all travel detail on calendar. Provide a detailed travel itinerary/agenda including flight schedule, accommodations information, contact information, and meeting itinerary. Arrange appropriate cell phone data plan in advance of any international travel.
• Create/maintain a system of filing. File correspondence, reports, documents, etc. for the VP.
• Process the VP's office mail, creating draft responses to correspondence when appropriate.
• Maintain a listing of all tasks assigned by the VP to ensure key suspense dates are met. This requires proactive and close coordination with subordinate departments and project managers 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 VP. Remind VP of unanswered items.
• Receive visitors and screen phone calls to ascertain the nature of the business and handle those requesting routine information.
• Review materials prepared for the VP's approval/signature for accuracy and proper format.
• Prepare monthly expense report for the VP; review expense reports of subordinate department heads for accuracy before the VP's signature.
• Provide staff support for the Collections and Exhibits Committee and Education and Access Committee Meetings in close coordination with the Project Manager for Education and Access and the Board Relations team.
• Maintain standing Outlook calendar invitations for division-wide meetings, collect agenda items for meetings, and create and distribute materials for meetings, as appropriate.
• Undertake other duties and special projects as assigned by the VP.

Qualifications

• Bachelor's degree preferred and a minimum of five years senior level administrative experience associated with administrative and secretarial functions, preferably in a non-profit institution.
• Extensive knowledge of office procedures and knowledge of computers and related software plus 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 deadline schedules.
• Willingness to work overtime during special events, heavy visitation periods, or when project deadline requires.

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.