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Job Summary:
Summary: The Executive Assistant and Events Coordinator (“Executive Assistant”) supports the President and CEO and museum administration to help ensure a professional, courteous, and efficient office environment. The Executive Assistant also manages and coordinates meetings, special/signature ACWM events, and activities of the Museum’s Board of Directors and the Foundation Board.
The American Civil War Museum offers an excellent benefits package and generous personal
time off. We are proud to be an Equal Opportunity Employer committed to diversity and
inclusion. We strive to be a workplace where a diverse mix of talented people want to come, to stay, and do their best work. We believe that an inclusive culture among our staff is critical to implementing our mission to understand the Civil War era’s history and impact in our lives
today.
Duties and Responsibilities:
Office Administration
Provides administrative support and assistance to the President and CEO
Performs clerical and administrative tasks including drafting letters, memos, reports, expense
reports, and other documents
Arranges travel and accommodations for the President and CEO
Schedules meetings, prepares meeting agendas, and takes meeting notes
Answers and transfers phone calls, screening calls when necessary
Welcomes and directs visitors
Orders office supplies and ensures office supply expenses are within budget
Maintains files and pertinent ACWM documents in accordance with Record Retention
protocol
Serves as the primary contact for internship and volunteer requests, and coordinates such
requests with appropriate staff
Performs other duties or projects as assigned
Board Management
Assumes full responsibility for the management of board activities, minutes, and agenda
development in coordination with Board Chair and President and CEO
Serves as the primary point of contact for members of the Board of Directors
Schedules, plans, and coordinates with Museum leadership for all Full Board and Committee
Meetings
Ensures all reports are coordinated for timely distribution to the Board in advance of all
meetings
Other duties or projects as assigned by the President and CEO
Events
Work with various departments in the planning, execution, and evaluation of Museum events
hosted by the President and/or his designee and recruit business for renting the Museum’s
facilities for events as well as manage these rental arrangements. Assignments will be primarily
on site but may involve off site locations as well. Weekend and evening functions are common.
Work closely with staff and volunteers to maximize the effectiveness of events by
coordinating the administration and logistics of on- and off-site events, VIP visits, and
Development activities connected to Museum-wide programs
Maintain the Annual Calendar of Events
Negotiate with clients, partners, contractors and suppliers to ensure profitable events
Directly responsible for pre-planning, executing and post-event wrap-up for events including
but not limited to membership receptions; signature events; and board/staff functions
Articulate event logistics to all levels of employees and management
Manage all aspects of volunteer committees and volunteer coordination, including but not
limited to staffing, recruitment, supervision, training and acknowledgement
Responsible for the development and fulfillment of event timelines and budgets
Maintain and broaden social networking to benefit the organization
Actively participate and staff committees as necessary and appropriate
Work with Marketing and Communications to develop materials related to events including
external communications, printed event materials (such as invitations, signage, programs,
nametags, etc.) and event scripts
Required Skills/Abilities:
Excellent verbal and written communication skills
Excellent interpersonal skills
Excellent organizational skills and attention to detail
Ability to work independently and collaboratively
Ability to coordinate multiple projects and excellent time management skills with a proven
ability to meet deadlines
Ability to function well in a high-paced and at times stressful environment
Superior copy editing skills
Extensive knowledge of office administration, clerical procedures, and recordkeeping
systems
Ability to type a minimum of 50 words per minute
Demonstrated ability to interact effectively with the Board of Directors, volunteers, donors
and staff
Extremely proficient with the Google suite (especially Docs, Sheets, and Calendar),
Microsoft Office suite (especially Word, Excel, and PowerPoint), and the ability to learn new
or updated software
Demonstrate ability to maintain the highest levels of confidentiality
Excellent organizational and customer service skills
Professional attire and demeanor
Education and Experience:
Associate’s degree required; Bachelor’s degree in Business Administration or related field
preferred
At least four years of related experience
Physical Requirements:
Prolonged periods sitting at a desk or working on a computer
Must be able to lift 20 pounds at times
Job Type: Part-time
Pay: $18.00 - $20.00 per hour
Expected hours: No more than 30 per week
Benefits:
Schedule:
Experience:
Ability to Commute:
Ability to Relocate:
Work Location: In person
Part Time
Arts & Culture
$57k-75k (estimate)
05/31/2024
07/15/2024
acwm.org
RICHMOND, VA
50 - 100
2013
ROBIN E REED
$5M - $10M
Arts & Culture
Our Museum is so much more than a collection of artifacts. We are storytellers and educators. In the battle against the all-too-human instinct to wish the past were simple, we strive to show that the Civil War holds an unparalleled significance to our every day lives. Building on decades of experience, and one of the largest private collections of Civil War artifacts and documents, the American Civil War Museum is uniquely positioned. In the spring of 2019, we will open our new, state-of-the-art facility. Exhibits and programming will introduce our visitors to the American Civil War from multi...ple perspectives including Union and Confederate, enslaved and free African Americans, soldiers and civilians.
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