Executive Assist to the CEO & Emerging Partnership

The National Medal of Honor Museum Foundation•Arlington, TX

17d•Onsite

About The Position

The Executive Assistant to the CEO & Emerging Industry Partnerships role provides high-level executive support to the Chief Executive Officer while also serving as a key connector between the CEO, Development team, Board members, community leaders, corporate partners, philanthropic prospects, and other external stakeholders. The position will serve as a trusted representative of the CEO and the Foundation and must demonstrate sound judgment, discretion, responsiveness, and a strong understanding of the Foundation's mission. The primary responsibility of this position is to maximize the effectiveness of the CEO through exceptional calendar and meeting management, communication, travel coordination, project support, Board and leadership coordination, and highly confidential administrative assistance. In addition, the position supports the Foundation's Development efforts by identifying, cultivating, coordinating, and stewarding emerging partnership opportunities with corporations, foundations, individuals, community organizations, and other mission-aligned stakeholders. Working closely with the CEO and Development leadership this position is particularly focused on helping turn relationships and introductions into meaningful opportunities for the Foundation.

Requirements

Exceptional organizational skills with the ability to manage competing priorities, deadlines, relationships, and confidential matters.
Excellent written and verbal communication skills, including the ability to draft polished correspondence and professional materials.
Demonstrated knowledge of U.S. military branches, rank structure, and military terminology, with the ability to appropriately recognize and address military personnel and Medal of Honor recipients.
Strong interpersonal skills and the ability to establish credibility and positive working relationships with executives, Board members, donors, corporate leaders, community partners, and other stakeholders.
Demonstrated judgment, discretion, professionalism, and ability to maintain confidentiality.
Strong attention to detail and follow-through.
Ability to anticipate needs, work independently, solve problems, and take initiative without requiring extensive direction.
Ability to research and evaluate prospective partners and identify opportunities for relationship development.
Ability to communicate the Foundation's mission and value proposition effectively to a broad range of external stakeholders.
Strong project coordination and relationship management skills.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and related technology.
Ability to work effectively in a fast-paced, dynamic nonprofit environment and adapt to changing priorities.
Prolonged periods sitting at a desk and working on a computer.
Ability to attend and support meetings, events, donor engagements, and other Foundation activities that may require extended periods of standing or walking.
Must be able to lift up to 15 pounds at times.
Bachelor's degree preferred in business administration, nonprofit management, communications, marketing, development, public relations, or a related field.
Minimum of 3–5 years of experience providing executive-level administrative support, preferably supporting a CEO, President, or other C-suite executive.

Nice To Haves

Experience in nonprofit development, fundraising, corporate partnerships, sponsorships, community relations, sales, or relationship management strongly preferred.
Demonstrated experience coordinating complex schedules, meetings, events, projects, and external relationships.
Experience working with senior executives, Board members, donors, corporate partners, or community leaders preferred.
Experience with CRM or donor management systems preferred.

Responsibilities

Provide proactive, responsive, and highly organized executive support to the Chief Executive Officer.
Manage and maintain the CEO's calendar, including prioritizing meetings, coordinating schedules, resolving conflicts, and ensuring the CEO is appropriately prepared for upcoming commitments.
Coordinate internal and external meetings, conference calls, appointments, and special engagements involving the CEO.
Prepare agendas, briefing materials, presentations, correspondence, meeting notes, and follow-up materials as needed.
Independently coordinate domestic and occasional international travel arrangements, itineraries, lodging, transportation, and related logistics for the CEO.
Prepare, reconcile, and submit executive expense reports and supporting documentation.
Serve as a professional point of contact and liaison on behalf of the CEO with Board members, executives, employees, donors, partners, community leaders, and other external stakeholders.
Attend meetings with the CEO as appropriate, document key discussions and action items, and coordinate follow-up to ensure commitments and next steps are completed.
Support preparation for meetings of the Foundation's Board of Directors and other leadership or advisory groups, including development of briefing materials, agendas, presentations, minutes, and follow-up.
Assist the CEO with special projects, organizational initiatives, research, presentations, and time-sensitive assignments.
Anticipate the CEO's needs and proactively identify opportunities to improve organization, communication, and follow-through.
Coordinate logistics for executive meetings, donor meetings, Board functions, community engagements, and organizational events.
Maintain organized and confidential electronic and physical files, records, correspondence, and executive documents.
Exercise a high degree of discretion and confidentiality when handling sensitive information involving employees, donors, Board members, organizational strategy, finances, and other confidential matters.
Support the CEO and Development leadership in identifying and developing emerging partnership and philanthropic opportunities that align with the Foundation's mission, priorities, and strategic objectives.
Maintain an organized pipeline of emerging partnership prospects and opportunities, including documenting research, contacts, relationship status, next steps, and follow-up activities.
Coordinate introductions, meetings, site visits, presentations, and other engagement opportunities between prospective partners and the CEO, Development team, and other appropriate Foundation leaders.
Prepare prospect briefing documents, meeting materials, research summaries, talking points, proposals, presentations, and follow-up correspondence to support relationship development.
Advance customized partnership concepts, including preliminary budgets, project scopes, expense reconciliation, project timelines, and supporting materials for emerging industry partnerships.
Work with Development and other internal teams to ensure prospective partnerships are aligned with Foundation priorities, brand standards, donor expectations, and organizational capacity.
Support the cultivation and stewardship of emerging relationships by ensuring timely communication, thoughtful follow-up, appropriate recognition, and consistent engagement.
Monitor partnership opportunities and ensure appropriate internal stakeholders are informed of commitments, deliverables, deadlines, and next steps.
Assist with the preparation and coordination of partnership agreements, sponsorship materials, letters of intent, and other documentation as directed by Development leadership.
Support Development leadership and the CEO in preparing for donor, sponsor, and partner meetings, including researching attendees and organizations and identifying relationship opportunities.
Assist with Development events, community engagements, donor meetings, and other activities designed to cultivate and strengthen Foundation relationships.
Collaborate with Marketing, Communications, Events, Finance, Museum Operations, and other departments as necessary to support successful partnerships and donor experiences.
Maintain appropriate confidentiality and discretion regarding donor, prospect, partner, and organizational information.
Provide occasional support outside normal business hours when required for executive, Board, donor, or organizational events.
Perform other duties and special projects as assigned.