Executive Assistant to the COO

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Job Type

Full-time

Description

The National WWII Museum is currently seeking an Executive Assistant to the COO. The Executive Assistant provides direct secretarial and administrative support to the COO and Director of Operations; provides administrative support for the areas reporting to the COO; and maintains files and records for the operations department. With approval of the COO, assists other staff members with specific requests and/or tasks. The position requires a self-starter with initiative, independent judgment and who maintains strict confidentiality.

Requirements

• Prepare complex and confidential correspondence, reports and proposals. Distribute materials to other Museum professional staff for information and/or disposition. Research and compose draft correspondence and documents for the COO’s signature. Review materials prepared for the COO’s approval for accuracy and proper format.
• Schedule appointments; maintain COO’s calendar and daily schedule; arrange conferences and meetings and travel arrangements for the COO; and assemble background materials as directed.
• Review incoming mail and assist in the investigation and disposition of inquiries and requests addressed to the COO and DOO. Use independent judgment and take appropriate action to resolve problems and answer questions that do not require COO’s attention.
• Provide staff support for the Sales/Hotel/Sodexo Meetings, as needed. Coordinate meetings including preparing the agenda, assembling materials; and taking, transcribing, and distributing minutes. File correspondence, reports, contracts, documents, etc.
• Prepare regular reports for the COO on the status of ongoing projects. May require assembling and analyzing fairly complex or confidential information or data.
• Maintain and monitor renewals, expirations, and updates for certain government/state entities and professional societies and memberships.
• Assist in the development and monitoring of budgets and work plans. Responsible for COO and DOO’s monthly expense reports. Process purchase orders and submit regular monthly invoices.
• Process complimentary ticket requests, parking requests and donations. Keep records of all requests up to date.
• Provide organizational and staff support as required for meetings of the Board of Trustees and board committees and assist with direct report departments as directed.
• Assist the COO and DOO in developing proposed Museum Policy drafts for review and action by the President as needed.
• Receive visitors and screen all phone calls to ascertain the nature of the business and personally handles those requesting routine information.
• Maintain office supplies inventory and anticipate needed supplies; manage departmental work area including maintenance items and service requests. Assist in interoffice mail distribution.
• Undertake other duties and special projects as assigned by the COO or DOO.
  
  

Qualifications

• Bachelor’s degree and/or a minimum of four years’ experience of executive level administrative support, preferably in a non-profit or related institution.
• Extensive knowledge of office procedures and basic knowledge of office equipment.
• Excellent oral and written communication skills.
• Proficiency in Microsoft Office; extensive knowledge of computers and related software.
• Initiative, strong organizational skills, attention to details, problem solving abilities, and good judgment.
• Ability to analyze facts and circumstances to conclude and make recommendations for solving problems within accepted Museum practice.
• Ability to work both independently and in a team environment on multiple assignments under pressure while consistently meeting deadlines.
• Willingness to work irregular hours including evenings, weekends, holidays, special events or during periods of heavy visitation.
  
  

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.