Job Description
DESCRIPTION
Reporting directly to the President & CEO, the Executive Assistant provides executive support in a one‐on‐one working relationship. The Executive Assistant serves as a friendly face and is the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. This role also serves as a liaison to the board of directors and senior leadership team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission‐driven, results‐driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations. Strong written and verbal communication, excellent administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities are key. The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Executive Support
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; assists with managing phone calls when President is unavailable; creating itineraries and agendas; and compiling documents for travel‐related meetings.
- Creates a positive and welcoming atmosphere and is a friendly face for the office of the President & CEO.
- Communicates directly and on behalf of the President with board members, donors, and others on matters related to the President’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature, and determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal departments while demonstrating leadership to maintain credibility, trust and support with leadership and senior management staff.
- Works closely and effectively with the President to create and manage the CEO departmental budget including the maintenance and renewal of CEO budget memberships.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Completes critical aspects of deliverables with a hands‐on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the
- President’s ability to effectively lead the company. • Prioritizes conflicting needs; handles concerns expeditiously and proactively; and follows through on projects to successful completion, often with deadline pressure.
- Manages general office supply ordering for materials used throughout the Museum including the break room areas.
Board Support and Liaison
- Serves as the President's administrative liaison to National Corvette Museum’s board of directors.
- Oversees logistics of new board member orientation including maintaining upkeep of orientation binder and other tasks for new board members.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Plans all logistical elements of quarterly board meetings and yearly retreat.
- Senior Management Liaison
- Participates as an adjunct member of the leadership team including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda of leadership team meetings and off‐sites, and all staff meetings.
QUALIFICATIONS
- Superb organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
- Expert written and verbal communication skills, including strong presentation-building skills.
- Demonstrated initiative-taking approaches to problem‐solving with strong decision‐making capability.
- Emotionally intelligent.
- Highly resourceful team‐player, with the ability to also be extremely effective independently.
- Adept at managing confidential information with discretion.
- Adaptable to various competing demands and able to deliver the highest level of customer/client service and response.
- Demonstrated event planning success.
- Proven ability to achieve high-performance goals and meet deadlines in a fast‐paced environment.
- Forward-thinking and actively seeks opportunities and proposes solutions.
EDUCATION AND EXPERIENCE REQUIREMENTS
- Associate degree required. Bachelor’s degree preferred.
- Strong work tenure: 5 to 10 years of experience supporting C‐Level Executives.
- Experience and interest in internal and external communications, partnership development, and fundraising.
- Proficient in Microsoft Office, Adobe Acrobat, and social media platforms.
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