JobListing: Executive Assistant and Events Coordinator

American Civil War Museum - Richmond, VA

Closes - open until filled

Position Title -  Executive Assistant and Events Coordinator 

Compensation - $18-20/hour

Job Type - Part-Time Non-Exempt 

Apply - To apply, please send a resume and cover letter to csisson@acwm.org

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. 

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

Qualifications -

• 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 
• Associate’s degree required; Bachelor’s degree in Business Administration or related field preferred
• At least four years of related experience 
• Prolonged periods sitting at a desk or working on a computer
• Must be able to lift 20 pounds at times 

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.