External Relations Assistant

The purpose of this job is to provide administrative and project support for the Vice President of External Relations and their entire vertical, consisting of the events, marketing, community engagement and digital departments, with additional responsibilities supporting the Events Department specifically. The External Relations Assistant provides a wide range of advanced administrative support. Key responsibilities include management of the VPs calendar, schedule, and appearances; meeting and travel preparation; management and organization of office communications; management of VPs departments budgets and processing of invoices; supporting foundation events and programs with various tasks and project management; and reception of and interaction with VIP’s. This position also manages long-term, high-level projects. 

1. Administrative Assistance to the VP of External Relations:
   1. Time management to optimize their value and ensure effective operations of their departments.
   2. 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 as needed, and elimination of stale or outdated holds and appointments.
   3. Prioritization and delegation of incoming email/mail and inquires and assurance of appropriate and timely responses.
   4. Management of office files.
   5. Timely and updated travel support, including arrangements of transit, lodging, meeting places, appointments, briefings, coordination with other attendees, and other administrative support.
   6. Organization of logistics and preparation of presentations and briefings for meetings, whether internal or external.
   7. Representation of the VP of External Relations at selected meetings involving preparing and distributing agendas and other appropriate materials.
   8. Oversight and management of the VP of External Relations materials for board, board committee and board task force meetings.
   9. Management support of special executive-level projects, including task management, special research, budgeting, and assignments.
   10. Executive level “problem solving” support.
   11. Collaboration with and assistance to LT members on an as-needed basis.
   12. Liaison support with the IT department to ensure functionality of the external relations offices.
2. Administrative Assistance to the Events Department:
   1. Prepare updates and briefing documents as needed.
   2. Assist with contract management and processing invoices.
   3. Assists with administration and logistics including scheduling meetings and maintaining accurate and up-to-date files.
   4. Ensures accurate record-keeping and accounting procedures, including submitting vendor invoices, contracts, and processing the monthly credit card logs.
   5. Assists with filing and data organization, including regular updates and revisions to all policies and procedures.
   6. Assists with contract management and client billing for a spectrum of mission-supportive and income-generating events
   7. Answers incoming phone calls and emails to the main Events phone and email, and redirects them as needed.
   8. Acts as the main point of contact for the event venue booking system and maintains its accuracy and provides assistance to new users.
   9. Liaison with vendors on guidelines and insurance requirements. Responsible for creating and editing annual vendor guidelines, tracking completed forms, and ensuring vendors submit the proper insurance documentation.
3. External Relations Project, Event and Program Assistance:
   1. Assist with tasks and projects during the planning of Monticello public programs and events, including but not limited to:
      1. Identify timelines and scope for printed collateral and add them to the futures calendar well in advance of each event. Help keep each project to its deadline.
      2. Assist in sending guest communications, including day-before details, rsvp reminders, and surveys.
      3. Assist with the creation and distribution of invitations, printed programs, menu cards, name tags, etc. as needed.
      4. Create surveys to send post event and programs.
      5. Assist in coordinating with speakers and booking travel/lodging as needed.
      6. Support large, Foundation-wide visits, programs and events, and contribute onsite event assistance as assigned.