Executive Assistant to CEO

USNMF

Executive Assistant Position Description

Title: Executive Assistant to the President & CEO
Supervisor’s Title: President & CEO

The USNMF:

The USNM (Foundation) is a forward-thinking organization that serves as a sea service ambassador. Represented by the iconic Lone Sailor statue and our unique venue, we share educational and informative stories, through thought-provoking programs, unforgettable events, compelling exhibits, and digital productions, which are easily accessible in and beyond our nation’s capital.

The Foundation’s vision is “to create a global community of public appreciation and lifelong connections for those who serve in the sea services,” created by a team that works in an “employee-owned environment.”

The mission of the Foundation is “to Honor, Recognize and Celebrate the men and women of the Sea Services, past, present and future, and to Inform the public about their service.” With a $5M annual budget, the Foundation completes our mission with a Visitor Center, 230-person Arleigh Burke Theatre, Navy Log, Ship’s Store and office spaces located adjacent to the USNMF (Plaza).

Nature of the Position:

The Executive Assistant will support the President & CEO in order to maximize his/her workflow, effectiveness, efficiency and time management. Serves as the Board Liaison and supports staff functions. This is a special opportunity to work closely with best-in-class leadership of a dynamic not-for-profit company with strong brand equity and an equally strong mission and gain broad exposure to each of the functions of this organization.

(This job is a civilian position and does not require military service (including commission and enlistment)

Duties and Responsibilities:

President & CEO Support

· Manage workflow of the President & CEO

o Manage President & CEO’s calendar to maximize efficiency and collaboration

o Manage task list that is prioritized by President and CEO and include in daily review.

o Prepare and present daily (morning) review of calendar and staff updates, priority checklist, due outs, etc.

o Maintain situation awareness about all events at the USNMF, ensuring the President & CEO is properly engaged

o Maintain situational awareness about events outside of the USNMF that could impact the President & CEO. (Parallel/partner organization calendar of events)

o Ensure President & CEO is prepared for meetings and engagements in a timely manner to include pre-briefs and supporting documentation (presentations, bios, etc.)

o Ensure in-house meetings are ready to start on time and ensure CEO is on time for all meetings

o Manage all aspects of guests of President and CEO including welcoming, screening, alerting the quarterdeck, providing refreshments, and printed welcome packets, etc.

o Ensure that staff is prepared to meet with the President & CEO (brief staff on support materials)

o Draft, proof, prepare for signature and mailing, and archive letters for President & CEO’s signature

o Review all written correspondence prepared for President & CEO and ensure documents are ready for review

o Track follow up communications and flag important emails and communications that are time sensitive and require immediate follow up

· Distribute all incoming and outgoing office mail for President & CEO

· Manage President & CEO’s marketing email account and task actions appropriately

· Coordinate President & CEO’s travel

· Prepare monthly expense reports for President & CEO; Assist the Finance Department in compiling annual President & CEO submission with monthly expense reports for Board of Directors review

· Coordinate and schedule all USNMF team meetings and manage the logistics involved to include invitations, material preparation, conference room reservation and physical set up, virtual and IT set up for meeting

· Input President & CEO contact information into the Salesforce database

· Other duties as assigned

Staff Support

• Ensure all organization meetings are scheduled and completed including:

o Strategic planning process

o Monthly financial reporting and mission metrics reporting

o Event planning and hotwash meetings

• Create, update, maintain and store organizational documents to include master calendar, strategic plan template, mission metric slide deck, organizational chart, staff telephone directory, staff binder and other documents as needed
• Distribute all requests received via the internet/website to appropriate staff/departments and track completion
• Print, track and scan all letters signed by the President & CEO
• Assist staff in scheduling meetings with multiple attendees of the organization, including meetings not attended by President & CEO
• Ensure all position descriptions are updated annually and stored on SharePoint
• Maintain admin storeroom inventory – ensure office and correspondence supplies are adequately stocked
• Assist with full-time “on-boarding” of new staff – office supplies, welcome binder, schedule on-boarding briefs with full-time staff, and ensuring office is ready
• Liaison with Copier/Printer company for service
• Events - assist with emailing invitations, assist at registration and other duties as needed
• Other duties in support of the President & CEO as assigned

Board Liaison

· Main staff liaison with Board members - Effectively communicate and coordinate Board and Committee participation with members of the Board of Directors in verbal and written correspondence

· Organize and execute all Board, EXCOM and Committee meetings and events

o Create meeting(s) timeline, prepare, and distribute meeting notifications, agenda materials, managing all correspondence around meeting execution

o Create and coordinate with assigned staff to prepare and deliver Board and Committee materials

o Coordinate execution of online and in person meetings including virtual invitations and printing contents for all in person Committee and Board Meeting attendees

o Record Board and Committee meeting minutes and manage approval process

· Prepare, coordinate, maintain and store all documents related to the functions of the board of directors, including but not limited to:

o Board and Committee meetings and calendar invitations

o Board Policy Manual

o Board and Committee minutes and due outs

o Board Rosters and Committee Assignments

· Develop and implement board budget and prepare monthly reports and forecast

· Onboarding of new Board members

o Maintain new Board member onboarding binder

o Coordinate biography posting and social media announcement with web manager

o Coordinate new Board member briefing by key staff

Measures of Performance

· Work collaboratively with TEAM; support the TEAM; be a TEAM member!

· Manage and execute a fully coordinated, efficient and smooth schedule for the President & CEO

· Thorough staff work with minimum correction – detail, detail, detail

· Minimal, if any, edits, and corrections to administrative products produced for President & CEO such as letters, meeting minutes, meeting read-ahead materials, etc.

· Improve office efficiency and innovation and find ways to be more effective and save time and financial resources

Qualifications

· Minimum 5 years related, executive-level support experience

• Familiarity with the military organization and rank structure
• Experience managing & scheduling in a fast-paced environment
• Excellent interpersonal as well as written and verbal communications skills
• Detail-oriented and enjoys working in a very structured environment
• Ability to prioritize among many competing deadlines
• Ability to work independently with minimal supervision
• Proven planning and problem-solving ability
• Sense of initiative and urgency in the completion of assigned tasks
• Proficiency with Microsoft 365, including Outlook, Word, PowerPoint, and Excel
• Moderate proficiency with Adobe Suite
• Minimal skills using Salesforce; can be gained on the job

Compensation

This is an outstanding opportunity for a highly motivated professional to assume a leadership and pivotal role in a fast-growing and highly respected organization. We are seeking an individual of exceptional quality with a respected track record. USNMF is prepared to offer an attractive compensation package, including a competitive base salary, Performance Based Supplemental Income, as well as health, vision, dental, 403(b) matching, and vacation benefits.

Equal Opportunity Employer

The U.S. USNMF provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, or gender expression.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

ADA Requirements
This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets, and fax machines

· Advanced math skills required

· Requires ability to learn new software applications as necessary

· Must be able to lift up to 20 pounds

Disclaimer
This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions as covered under the Americans with Disabilities Act expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• Holidays
• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Executive administrative support: 5 years (Required)

Work Location: In person

Salary : $75,000 - $85,000