Executive Assistant to the VP of Institutional Advancement

The National World War II Museum Inc • New Orleans, LA

1d

About The Position

The National WWII Museum is seeking an Executive Assistant to the Vice President of Institutional Advancement (IA). The role is the VP’s primary support and increases the VP’s capacity and effectiveness by proactively managing administrative, operational, and communications responsibilities. The Executive Assistant manages complex scheduling priorities, coordinates critical communications, supports donor and partner engagement, and helps ensure key initiatives move forward efficiently. The position also involves complex administrative tasks requiring exceptional proficiency in Microsoft Office and similar applications. It calls for a self-starter with initiative, strong organizational skills, independent judgment, and a high degree of discretion.

Requirements

• A minimum of five years of senior-level administrative experience associated with administrative functions, preferably at a nonprofit institution.
• Extensive knowledge of office procedures, computers and related software, and basic office equipment.
• Exceptional oral and written communication skills.
• Ability to work with sensitive and confidential information.
• Exceptional organizational and interpersonal skills, and ability to work collaboratively.
• Ability to manage multiple assignments under pressure and consistently meet deadlines.
• Willingness to work overtime during special events, heavy visitation periods, or when project deadlines require.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Maintain the VP’s calendar and prepare the VP for daily activities, including preparing meeting materials, coordinating internal and external meetings, reserving meeting rooms, confirming appointments, and entering calendar details.
• Monitor the VP’s email inbox, prioritize time-sensitive matters, and respond to or coordinate follow-up on issues requiring timely attention.
• Support the VP’s development operations, portfolio management, and major donor engagement, including maintaining Raiser’s Edge on the VP’s behalf, interfacing with VIPs and board members, and coordinating VIP museum visits as needed.
• Track tasks assigned by the VP and ensure key suspense dates are met through proactive coordination with subordinate departments.
• Review materials prepared for the VP’s approval or signature for accuracy and proper format.
• Assist the VP in preparing for meetings and presentations, including developing materials.
• Serve as a gatekeeper for IA budgetary matters in the electronic purchasing and requisition system.
• Prepare the VP’s monthly expense report and review subordinate department heads’ expense reports for accuracy before the VP signs them.
• Assist with editing and submitting semiannual Board reports.
• Provide staff support for IA Committee Meetings as needed.
• Provide project management and staff support for special events and projects as approved and directed by the VP.
• Help handle inquiries and requests addressed to the VP by phone, email, or mail, and remind the VP of outstanding items requiring a response.
• Receive visitors, screen phone calls to determine the nature of the business, and personally handle requests for routine information.
• Plan the VP’s professional travel and arrange air, ground, lodging, and other reservations; enter travel details in the Outlook calendar and prepare an integrated itinerary with flight, accommodation, contact, and meeting information.
• Undertake other duties and special projects as assigned by the VP.

Benefits

• Medical insurance with two plan options; the Museum pays 75% of the premium.
• Dental and vision insurance.
• Flexible spending account.
• 401(k), with the Museum matching 50% of employee contributions up to 6%; employer contributions are fully vested after three years of employment.
• Employer-paid $15,000 life insurance and AD&D policy; additional life and AD&D coverage available.
• Long-term disability insurance.
• Paid vacation and sick leave.
• 10 paid holidays per year.
• Free parking.
• Tuition assistance and professional development.
• Employee assistance program.

What This Job Offers

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