What are the responsibilities and job description for the Executive Assistant position at Thomas Jefferson Foundation, Inc.?
Executive Assistant
Purpose:
The Executive Assistant is responsible for providing necessary support and services to the VP of External Relations. The Executive Assistant provides a wide range of advanced administrative support to the VP of External Relations. Key responsibilities include management of the VPs calendar, schedule, and appearances; meeting and travel preparation; management and organization of executive office communications; management of VPs departments budgets; and reception of and interaction with VIP’s and major donors. This position also manages select long-term, high-level projects.
We will look to you to:
- Assist the VP of External Relations as liaison to other executive staff, and to internal and external constituencies.
- Perform functions from the following responsibilities for the VP of External Relations:
- Time management to optimize their value and assure 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 as needed, and elimination of stale or outdated holds and appointments.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 assurance of appropriate and timely responses.
- Management of office files.
- Prioritization and delegation of inquiries to facilitate timely and appropriate responses to incoming requests.
- 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 executive offices.
Knowledge, Skills, and Abilities:
- 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.
Work considerations:
- Must be flexible with work schedule. Occasional weekends, after-hours events, and holidays are required.
Education and Experience:
- Four-year college degree preferred.
We provide:
- Competitive compensation.
- Excellent benefits package.
- Free admission to Monticello and partner institutions.
- Beautiful grounds and walking trails.
- Employee discount in the café, gift shop, and Monticello catalog.
If you believe this opportunity is the right fit for you, we encourage you to apply!
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