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Executive Assistant

companyThomas Jefferson Foundation
locationCharlottesville, VA, USA
PublishedPublished: 6/14/2022
Full Time

Executive Assistant

Purpose:

The Executive Assistant is responsible for providing necessary support and services to the VP of External Relations. The Executive Assistant provides a wide range of advanced administrative support to the VP of External Relations. Key responsibilities include management of the VPs calendar, schedule, and appearances; meeting and travel preparation; management and organization of executive office communications; management of VPs departments budgets; and reception of and interaction with VIP's and major donors. This position also manages select long-term, high-level projects.

We will look to you to:

  • Assist the VP of External Relations as liaison to other executive staff, and to internal and external constituencies.
  • Perform functions from the following responsibilities for the VP of External Relations:
    • Time management to optimize their value and assure effective operations of their departments.
    • Updated and accurate electronic calendar management, complete with briefings, materials, contact numbers, directions, and hyperlinks, etc. as needed, and elimination of stale or outdated holds and appointments.
    • Prioritization and delegation of incoming email/mail and assurance of appropriate and timely responses.
    • Management of office files.
    • Prioritization and delegation of inquiries to facilitate timely and appropriate responses to incoming requests.
    • Timely and updated travel support, including arrangements of transit, lodging, meeting places, appointments, briefings, coordination with other attendees, and other administrative support.
    • Organization of logistics and preparation of presentations and briefings for meetings, whether internal or external.
    • Representation of the VP of External Relations at selected meetings involving preparing and distributing agendas and other appropriate materials.
    • Oversight and management of the VP of External Relations materials for board, board committee and board task force meetings.
    • Management support of special executive-level projects, including task management, special research, budgeting, and assignments.
    • Executive level "problem solving" support.
    • Collaboration with and assistance to LT members on an as- needed basis.
    • Liaison support with the IT department to ensure functionality of executive offices.

Knowledge, Skills, and Abilities:

  • Professional demeanor consistent with the high standards of a UNESCO World Heritage Site and its leadership.
  • High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment. Demonstrated experience anticipating the needs of executive level staff and ensuring priorities and logistics are met.
  • High degree of organization, attention to detail, and ability to multi-task.
  • Excellent writing skills: the ability to draft and edit written materials and correspondence of a high quality.
  • Exceptional verbal communication skills: the ability to exercise a high degree of diplomacy, collaboration and problem solving.
  • Excellent interpersonal skills: the ability to interact with diverse internal and external constituents, including international parties.
  • Project management: leadership and teamwork skills.
  • High level computer skills: Outlook, PowerPoint, Word, Excel.

Work considerations:

  • Must be flexible with work schedule. Occasional weekends, after-hours events, and holidays are required.

Education and Experience:

  • Four-year college degree preferred.
  • Three to five years' experience supporting senior-level executive(s) required.

We provide:

  • Competitive compensation.
  • Excellent benefits package.
  • Free admission to Monticello and partner institutions.
  • Beautiful grounds and walking trails.
  • Employee discount in the caf, gift shop, and Monticello catalog.



If you believe this opportunity is the right fit for you, we encourage you to apply!

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