Executive Administrator

Virginia Living Museum • Newport News, VA

3d • $45,000 - $55,000 • Onsite

About The Position

The Executive Administrator is a systems thinker, skilled in project management, and actively engaged and informed about current events at the Museum. Playing a critical role in facilitating communication processes with all stakeholders, the EA maintains full knowledge of the organization and day-to-day operations of the Museum. The EA provides high-level administrative support to the Executive Director, Board of Trustees and Committees, and senior staff. This position’s priorities align with the VLM strategic plan's three core initiatives: immersive experiences, innovative partnerships, and investments for sustainability. This position reports to the Executive Director.

Requirements

• Excellent verbal and written communication skills, organizational skills, and attention to detail
• Excellent analytical and research skills, with ability to gather, interpret, and synthesize information accurately and efficiently
• Proven track record of success through results-oriented and goal-driven approaches
• Strong self motivation. Ability to work independently with minimum direction and effectively oversee the work of others
• Proven ability to build professional relationships through tact and diplomacy, excellent oral, written, and interpersonal communication skills
• Demonstrates highly developed judgment, discretion, and ability to handle sensitive or confidential information appropriately
• Minimum of three years of progressive responsibility in an administrative role
• Extensive knowledge of office procedures, terminology, and equipment. Proficient with Microsoft Suite and Google Workspace. Familiarity with database software, preferred.
• Ability to work occasional evenings/weekends
• Must be able to hear and speak clearly to effectively communication with team members, guests, Board Members, and stakeholders
• Physical requirements include medium work: Exert up to 40 pounds of force occasionally, Exert up to 30 pounds of force frequently, Exert 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 including, but not limited to, preparing and analyzing data, transcribing, viewing a computer, and extensive reading

Nice To Haves

• Bachelor’s degree preferred
• Familiarity with database software, preferred.

Responsibilities

• Provide support, manage & maintain functions of the Museum Leadership Team and office
• Be a positive enthusiastic ambassador of the Virginia Living Museum, supporting an exceptional guest experience through professional administrative excellence and communications
• Optimize the Executive Director’s calendar by reviewing and routing correspondence, gathering and analyzing information, and handling communications
• Perform complex, diverse, and confidential administrative duties related to organizational policies and procedures
• Collaborate on and support Museum wide initiatives
• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff
• Facilitate project progress by managing tasks or delegating to appropriate team members, actively driving results
• Manage the Executive Director’s schedule, including maintaining a calendar of appointments, meetings, and travel arrangements
• Prepare, organize, and distribute timely Museum materials including leadership and All Staff meeting agendas and minutes, policy manuals and forms, Master Naming list, and accreditation documents for AAM & AZA, including mailing and follow up
• Ensure all Museum insurance & contracts are compliant with organizational policies and meet financial objectives
• Oversee and administer special projects assigned by the Executive Director, ensuring successful completion
• Integrate volunteers and interns into workflows, providing clear guidance and ensuring a positive, meaningful experience
• Provide administrative support to the Board of Trustees/Advisors and Endowment Committees
• Coordinate, arrange, and prepare agendas, materials, and minutes for the Board of Trustees meetings and the Annual Meeting of the Corporation, to ensure smooth and efficient proceedings
• Oversee the planning and execution of Board & Committee meetings, including coordinating catering and arrangements, and setup

Benefits

• 35 days of paid time off per year (9 holidays, a birthday, 10 vacation days, 12 sick days, and 3 personal days)
• Fully paid life, short-term, and long-term disability insurance
• Dental coverage
• Health insurance costs full or partially subsidized by the Museum
• Flexible Spending Account (FSA)
• Option to participate in a 401(k) retirement plan

What This Job Offers

• Job Type: Full-time
• Career Level: Executive