Executive Assistant
Full-time
Mid
Description
Executive Assistant for Historic Preservation and Collections
Full-Time, Exempt
Position Overview:
The Executive Assistant plays a critical role in the successful functioning of the Historic Preservation and Collections Department (HPC), an operational unit of the Mount Vernon Ladies’ Association. The purview of the department encompasses a wide range of professional specialties, including architectural history, preservation, curation of fine and decorative arts and historical collections, museum collections management, and exhibitions. The Executive Assistant provides broad administrative support for departmental managers, programs, and initiatives, especially in the areas of communications, budget monitoring, logistics, and office management, in addition to managing all tasks within the Executive Director’s office. The Executive Assistant represents Mount Vernon’s preservation and collections programs to a broad range of staff, donors, board members, vendors, scholars, collectors, and the general public, serving as an ambassador for the Department, George Washington’s Mount Vernon, and the Mount Vernon Ladies’ Association (MVLA).
Essential Duties:
• Manages Department administrative functions, establishes and maintains office procedures and daily operations.
• Primary contact for HPC Department with other MVLA departments; coordinates HPC responses to requests for content and other support, both internally, from other MVLA departments, and externally; facilitates multi-departmental meetings; maintains database to track inquiries received and ensures timely fulfillment.
• Creates Department monthly report, compiling information from three reporting units into an accessible and attractive presentation of staff accomplishments; edits other written documents as needed for clarity and accuracy.
• Assists Executive Director with the monitoring of budgets across department cost centers and capital and campaign budgets; assists Executive Director with submitting and coordinating with Finance; assists with tracking and monitoring expenditures.
• Collaborates with Executive Director, Curator, and Development Department to plan and implement Connoisseur Society (CS) programs and initiatives; drafts, designs, and produces quarterly CS newsletter; assists in organizing and hosting meetings, tours, and programs.
• Supports two board committees: Collections and Preservation. Works with the Executive Director, Department managers, Washington Library staff, committee chairs, and board secretary to plan agendas and schedule televideo meetings and updates to chairs. Assists the Executive Director and Department managers with the preparation and refinement of Department presentations. Attends meetings and takes and prepares minutes.
• Assists the Executive Director with assembling, monitoring, and updating the Department’s annual work plan and long-term project plan.
• Attends interdepartmental meetings and takes minutes on an as-needed basis.
• Manages logistics and schedules for visiting VIPs and academic and professional meetings with Department staff for programs, tours, and events.
• Leads department staff enrichment efforts; plans department meetings; and organizes annual holiday party.
• Serves as primary point of contact for departmental correspondence, calls, and emails; ensures appropriate coordination, follow-up, and tracking.
• Organizes and maintains department files and records, both digital and hard copy.
• Provides administrative support to the Executive Director through calendar and correspondence management, telephone backup, filing, and travel planning.
• Fulfills other duties as assigned.
Qualification:
• Bachelor’s degree required.
• Minimum 3-5 years administrative experience, preferably at a museum, historic site, cultural organization, or non-profit.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills; strong computer skills (must be adept at all Microsoft Office applications).
• Knowledge of standard grammar, spelling, punctuation, and appropriate formats, style, and accuracy in the preparation and review of correspondence, meeting materials, and minutes.
• Excellent customer service/interpersonal skills required.
• Demonstrated interpersonal and team skills, including discretion, diplomacy, and approachability.
• Ability to perform administrative and clerical support functions independently.
• Flexibility, reliability, and the ability to multitask in a fast-paced environment.
• Ability to work beyond a standard schedule when required for special events or meetings.
Benefits:
• 403(b) Retirement plan with employer matching
• Employee recognition at 5 years of service
• Monthly employee events
• Employee referral program
• On-site Library
• Discount on Public Event Tickets
• Discount in the Mount Vernon Shops
• Discount at the Mount Vernon Inn and Food Court Pavilion
• Free Parking
• Health, Vision, and Dental insurance
• Short Term Disability, Long Term Disability, and Life Insurance
• Paid leave for Sick Time, Vacation and Holidays
• Flexible spending account for medical care
The Mount Vernon Ladies' Association is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences, and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. The Mount Vernon Ladies' Association will not tolerate discrimination or harassment based on any of these characteristics.
Full-Time, Exempt
Position Overview:
The Executive Assistant plays a critical role in the successful functioning of the Historic Preservation and Collections Department (HPC), an operational unit of the Mount Vernon Ladies’ Association. The purview of the department encompasses a wide range of professional specialties, including architectural history, preservation, curation of fine and decorative arts and historical collections, museum collections management, and exhibitions. The Executive Assistant provides broad administrative support for departmental managers, programs, and initiatives, especially in the areas of communications, budget monitoring, logistics, and office management, in addition to managing all tasks within the Executive Director’s office. The Executive Assistant represents Mount Vernon’s preservation and collections programs to a broad range of staff, donors, board members, vendors, scholars, collectors, and the general public, serving as an ambassador for the Department, George Washington’s Mount Vernon, and the Mount Vernon Ladies’ Association (MVLA).
Essential Duties:
• Manages Department administrative functions, establishes and maintains office procedures and daily operations.
• Primary contact for HPC Department with other MVLA departments; coordinates HPC responses to requests for content and other support, both internally, from other MVLA departments, and externally; facilitates multi-departmental meetings; maintains database to track inquiries received and ensures timely fulfillment.
• Creates Department monthly report, compiling information from three reporting units into an accessible and attractive presentation of staff accomplishments; edits other written documents as needed for clarity and accuracy.
• Assists Executive Director with the monitoring of budgets across department cost centers and capital and campaign budgets; assists Executive Director with submitting and coordinating with Finance; assists with tracking and monitoring expenditures.
• Collaborates with Executive Director, Curator, and Development Department to plan and implement Connoisseur Society (CS) programs and initiatives; drafts, designs, and produces quarterly CS newsletter; assists in organizing and hosting meetings, tours, and programs.
• Supports two board committees: Collections and Preservation. Works with the Executive Director, Department managers, Washington Library staff, committee chairs, and board secretary to plan agendas and schedule televideo meetings and updates to chairs. Assists the Executive Director and Department managers with the preparation and refinement of Department presentations. Attends meetings and takes and prepares minutes.
• Assists the Executive Director with assembling, monitoring, and updating the Department’s annual work plan and long-term project plan.
• Attends interdepartmental meetings and takes minutes on an as-needed basis.
• Manages logistics and schedules for visiting VIPs and academic and professional meetings with Department staff for programs, tours, and events.
• Leads department staff enrichment efforts; plans department meetings; and organizes annual holiday party.
• Serves as primary point of contact for departmental correspondence, calls, and emails; ensures appropriate coordination, follow-up, and tracking.
• Organizes and maintains department files and records, both digital and hard copy.
• Provides administrative support to the Executive Director through calendar and correspondence management, telephone backup, filing, and travel planning.
• Fulfills other duties as assigned.
Qualification:
• Bachelor’s degree required.
• Minimum 3-5 years administrative experience, preferably at a museum, historic site, cultural organization, or non-profit.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills; strong computer skills (must be adept at all Microsoft Office applications).
• Knowledge of standard grammar, spelling, punctuation, and appropriate formats, style, and accuracy in the preparation and review of correspondence, meeting materials, and minutes.
• Excellent customer service/interpersonal skills required.
• Demonstrated interpersonal and team skills, including discretion, diplomacy, and approachability.
• Ability to perform administrative and clerical support functions independently.
• Flexibility, reliability, and the ability to multitask in a fast-paced environment.
• Ability to work beyond a standard schedule when required for special events or meetings.
Benefits:
• 403(b) Retirement plan with employer matching
• Employee recognition at 5 years of service
• Monthly employee events
• Employee referral program
• On-site Library
• Discount on Public Event Tickets
• Discount in the Mount Vernon Shops
• Discount at the Mount Vernon Inn and Food Court Pavilion
• Free Parking
• Health, Vision, and Dental insurance
• Short Term Disability, Long Term Disability, and Life Insurance
• Paid leave for Sick Time, Vacation and Holidays
• Flexible spending account for medical care
The Mount Vernon Ladies' Association is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences, and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. The Mount Vernon Ladies' Association will not tolerate discrimination or harassment based on any of these characteristics.