External Relations Assistant

• Administrative Assistance to the VP of External Relations:
  • Time management to optimize their value and ensure effective operations of their departments.
  • Updated and accurate electronic calendar management, complete with briefings, materials, contact numbers, directions, and hyperlinks, etc. as needed, and elimination of stale or outdated holds and appointments.
  • Prioritization and delegation of incoming email/mail and inquires and assurance of appropriate and timely responses.
  • Management of office files.
  • Timely and updated travel support, including arrangements of transit, lodging, meeting places, appointments, briefings, coordination with other attendees, and other administrative support.
  • Organization of logistics and preparation of presentations and briefings for meetings, whether internal or external.
  • Representation of the VP of External Relations at selected meetings involving preparing and distributing agendas and other appropriate materials.
  • Oversight and management of the VP of External Relations materials for board, board committee and board task force meetings.
  • Management support of special executive-level projects, including task management, special research, budgeting, and assignments.
  • Executive level “problem solving” support.
  • Collaboration with and assistance to LT members on an as-needed basis.
  • Liaison support with the IT department to ensure functionality of the external relations offices.

• Administrative Assistance to the Programming Officer:
  1. Prepare updates and briefing documents as needed.
  2. Assist with administration and logistics including scheduling meetings and maintaining accurate and up-to-date files.
  3. Ensure accurate record-keeping and accounting procedures, including submitting vendor invoices, contracts, and processing the monthly credit card logs.
  4. Assist with filing and data organization, including regular updates and revisions to all policies and procedures.
  5. Assists with contract management and client billing for a spectrum of mission-supportive and income-generating events
  6. Responsible for creating and editing annual vendor guidelines, tracking completed forms, and ensuring vendors submit the proper insurance documentation.
  7. Provide support in updating the global events and programming calendar and assist the Programming Officer in tracking progress and assignments in Asana Work Management System.
  8. Coordinate scheduling of programming and events meetings including agenda, schedule and after-action summaries.
• External Relations Project, Event and Program Assistance:
  • Assist with tasks and projects during the planning of Monticello public programs and events, including but not limited to:
    • Identify timelines and scope for printed collateral and add them to the futures calendar well in advance of each event. Help keep each project to its deadline.
    • Assist in sending guest communications, including day-before details, rsvp reminders, and surveys.
    • Assist with the creation and distribution of invitations, printed programs, menu cards, name tags, etc. as needed.
    • Create surveys to send post event and programs.
    • Assist in coordinating with speakers and booking travel/lodging as needed.
    • Support large, Foundation-wide visits, programs and events, and contribute onsite event assistance as assigned.

• Four-year college degree preferred.
• Professional demeanor consistent with the high standards of a UNESCO World Heritage Site and its leadership.
• High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment. Demonstrated experience anticipating the needs of executive level staff and ensuring priorities and logistics are met.
• High degree of organization, attention to detail, and ability to multi-task.
• Excellent writing skills: the ability to draft and edit written materials and correspondence of a high quality.
• Exceptional verbal communication skills: the ability to exercise a high degree of diplomacy, collaboration and problem solving.
• Excellent interpersonal skills: the ability to interact with diverse internal and external constituents, including international parties.
• Project management: leadership and teamwork skills.
• High level computer skills: Outlook, PowerPoint, Word, Excel.

• Must be flexible with work schedule. Occasional weekends, after-hours events, and holidays are required.

• Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
• Fitness club membership discount.
• Discount in the Monticello Café, gift shop, and Monticello online catalog.
• Employee Assistance Program (EAP) – free for employee and dependents.
• $500 employee referral bonus.

Salary : $52,700 - $60,000