Executive Administrator

Description

General Statement of Duties

The Executive Administrator provides administrative support to the Board, Executive Director and Senior Staff and committees, helping facilitate the day-to-day operations of the Museum. Has a finger on the pulse of activities, projects and issues, facilitates communications processes. This position recognizes the capacity to achieve greater results by integrating skilled volunteers and leveraging their diverse knowledge and abilities. This position reports directly to the Executive Director.

Qualifications

• Results-oriented, goal driven, self-motivated with ability to work with minimum direction and supervise the work of others.
• Ability to build relationships with tact and diplomacy. Excellent oral and written communication and interpersonal skills. Ability to maintain confidentiality with corporate information and personnel.
• Excellent organizational, analytical and research skills. 
• Bachelor’s degree preferred. Minimum of three years of progressive responsibility in an administrative role. 
• Thorough knowledge of office software, terminology, procedures, and equipment. Strong proficiency with Microsoft Office applications and database software.

Requirements

Duties and Responsibilities

Provide administrative support & maintain functions of the Museum Leadership Team and office

• Be a positive enthusiastic representative of the Virginia Living Museum, enhancing the guest experience through administrative excellence.
• Perform advanced, diversified and confidential administrative duties regarding organization policies and practices. Collaborate and support Museum wide initiatives. Prepare correspondence, minutes, memoranda, reports, etc.
• Advance projects by assigning work to appropriate staff/volunteers and driving results.
• Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Manage Executive Director’s schedule, maintain a calendar of appointments, meetings and travel itineraries, and arrangements (and for Senior Directors, staff members or special guests as needed.) 
• Arrange, prepare and maintain timely Museum materials including Mail, Leadership meetings, Policy manuals and forms, Master Naming list, AAM & AZA accreditation packages
• Administer special projects assigned by the Executive Director.

Provide administrative support to the Board of Trustees/Advisors and Endowment Committees

• Arrange, attend and prepare timely schedules, materials and minutes of the Board of Trustees meetings and the Annual Meeting of the Corporation.
• Manage Board & Committee meetings, coordinate food arrangements, and set-up.

Essential Job Functions

• Ability to work occasional evenings/weekends.
• Must be able to hear and speak clearly.
• Physical requirements include medium work, exerting up to 40 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Must be able stand for extended periods of time and move about on foot to accomplish tasks
• Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions.
• Must have close visual acuity to perform activities such as: preparing and analyzing data, transcribing, viewing a computer, and extensive reading.

Supervision Exercised: Administrative Associates, high indirect authority 

This job description in no way states or implies that these are the only duties to be performed by this employee.  The position will be required to follow any other instructions and to perform any other related duties as assigned by the appropriate Supervisor/Director. The Virginia Living Museum reserves the right to update, revise or change the job description and related duties at any time. 

Qualified applicants please submit a VLM application, cover letter, resume and references. No phone calls, please. 

https://thevlm.org/join/employment/openings/