Executive Assistant

Job Title: Executive Assistant (Part-Time)

About Us:

Rocky Mount State Historic Site, a 50-acre Tennessee historic site and the first capital of the Southwest Territory (1790–1792), brings history to life through immersive programs, costumed interpreters, and engaging events. We are seeking a detail-oriented and highly organized Executive Assistant to support the Executive Director and ensure the smooth operation of our office. This role is vital to maintaining focus on the site’s mission while streamlining administrative tasks and office management.

Position Overview:

The Executive Assistant will provide support to the Executive Director by managing daily administrative operations, maintaining organized office systems, and handling correspondence. This individual will play a key role in keeping the office running efficiently, ensuring paperwork and communications are timely and accurate, and assisting with special projects as needed.

Key Responsibilities:

Administrative Support:

• Organize and maintain office filing systems (both physical and digital).
• Manage invoices, pay bills, and assist with basic bookkeeping tasks in coordination with the off-site bookkeeper.
• Handle incoming and outgoing correspondence, including emails and phone inquiries.
• Schedule meetings, prepare agendas, and assist with organizing calendars.

Office Management:

• Maintain office supplies and oversee general office organization.
• Process incoming and outgoing mail.

Special Projects and Event Support:

• Assist with planning and logistics for special events and programming.
• Provide administrative help with reports, presentations, and materials for board meetings or outreach efforts.

Qualifications:

• Ability to prioritize tasks, work independently, and maintain confidentiality.
• Strong organizational skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace.
• Experience with basic bookkeeping tasks or willingness to learn.
• Prior experience as an executive assistant, administrative assistant, or office manager is preferred.
• A passion for history, nonprofits, or education is a bonus.

Position Details:

Part-Time Hours: 20–25 hours per week, with flexibility for occasional additional hours during events or peak seasons.

On-Site Work: This is an on-site position at Rocky Mount State Historic Site.

Reports To: Executive Director.

Compensation: Competitive hourly rate based on experience.

Schedule: Work hours will primarily be during weekdays, with occasional flexibility required for events.

Why Join Us?

• Be part of a historic site with a meaningful mission to educate and inspire.
• Enjoy a supportive and collaborative work environment in a unique setting.
• Play a key role in the daily operations of a historic nonprofit and help make a tangible impact.

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