Executive Assistant to the Executive Director & Office Administrator

Organization: 
National Building Museum

Organization Summary

 

The National Building Museum inspires curiosity about the world we design and build.

We are a private, nonprofit institution, created by Congress in 1980 to commemorate American achievements in architecture, design, and engineering and to encourage excellence in the building arts.  Today, the National Building Museum transforms understanding of the history and impact of architecture, engineering, landscape architecture, and design. Through exhibitions, educational programs, and special events, we welcome all ages to experience stories about the built world and its power to shape our lives, communities, and futures.

 

Our Commitment

At NBM, we pursue diversity and endeavor to create an inclusive and accessible environment for our staff, visitors, stakeholders, and Board members. We value diverse perspectives and believe the power of diversity enriches us all. Creating an inclusive environment is critical to every individual's work. We are an equal opportunity employer, and we encourage candidates from historically underrepresented groups to apply.

 

Position Description

The Executive Assistant/Office Administrator (EAOA) provides support to the Executive Director (ED) in many different capacities. The EAOA is responsible for internal and external communications from the ED’s office to staff, Board, stakeholders, and the public. The EAOA oversees the operations of the Executive & Administrative offices, bringing high efficiency and excellent hospitality to all interactions and process implementation. The EAOA manages the ED’s calendar, performs designated administrative duties with discretion and precision, and coordinates all Board of Directors’ meetings, subcommittee meetings, and other VIP meetings & tours. The EAOA manages VIP relations and regularly collaborates with multiple departments, especially Development and Marketing departments, and works directly with the COO to maintain and implement administrative processes. This position reports directly to the (newly appointed!) Executive Director and will serve as a positive ambassador and representative of the office within and outside of the organization.

Essential Duties and Responsibilities

Office Management

  • Provides support to the ED including managing phone and written communications, organizing and maintaining files of official corporate and internal records, coordinating ED’s calendar, scheduling meetings on ED’s behalf, updating and maintaining ED’s contacts, making travel arrangements and organizing hospitality for meetings
  • Greets and assists patrons to our busy administrative offices while maintaining a high level of customer service at all times.
  • Opens and sorts mails, forwards materials to appropriate departments, and provides essential administrative support for ED and senior staff as required by the ED
  • Follows up on items delegated to staff by ED to assess progress and ensure deadlines are met; updates ED on status of projects and other relevant issues
  • Assists in research and writing related to planning and other projects
  • Supports the ED with all IT, office equipment and technical needs, liaising with IT consultant and staff

Board of Trustees

  • Serves as direct liaison to the Board and specific Board Committees; answers questions, facilitates communications and works collaboratively with Development to steward and engage the Board
  • Schedules meetings, prepares packets and coordinates any technical requirements and hospitality
  • Prepares Minutes of quarterly Board meetings and some sub-committee meetings
  • Updates documents pertaining to Board operations

Special Projects

  • Manages special projects as needed for the ED’s office including working closely with Development, Marketing and Visitor Services Departments on administrative tasks and/or logistics associated with special events, press tours, annual gala and other donor, visitor and/or patron engagement projects as needed
  • Coordinates all hospitality, set-ups and planning for ED meetings and special circumstances
  • Other duties assigned

Qualifications

  • Bachelor’s degree in a relevant field preferred, with demonstrated administrative experience, which includes organizational, communication and clerical skills and a high-level of customer service
  • Computer skills are critical. Candidate must have advanced knowledge of Microsoft Outlook and proficiency in Word, Excel and PowerPoint. Experience/savvy with digital team communication platforms and project management systems a plus.
  • Top-notch people skills, with demonstrated experience in effectively communicating with diverse audiences
  • Must be detail-oriented, proactive, with excellent follow-up and organizational skills
  • Experience with or knowledge of the structure of a nonprofit and/or cultural organization
  • Excellent writing and proofreading/editing skills
  • Ability to take direction and then work independently with discretion is essential
  • Ability to bring a mix of positive energy, adaptability, critical thinking skills and a “roll up the sleeves attitude” towards their work and their co-workers

To Apply

Please visit our website at www.nbm.org. Our current job postings are located under the ‘About’ tab on the jobs and internships page. A resume and cover letter are required for consideration.

Location: 
Washington DC
Due Date: 
Saturday, July 31, 2021
Category: 
Job
Posted by aao on June 29, 2021 - 10:59pm