Job Purpose:
The Executive Assistant provides high-level, confidential administrative and organizational support to the Executive Director and the Board of Trustees. This position plays a critical role in facilitating effective communication, coordination, and decision-making across all levels of leadership.
The Executive Assistant is responsible for managing all aspects of Board and committee operations, including scheduling, agenda preparation, and minute-taking, utilizing the BoardEffect software platform to ensure seamless information flow and document management. Acting as a liaison between the Executive Director, senior leadership, Board members, and staff, this role ensures that priorities are efficiently communicated and executed.
The Executive Assistant researches, drafts, edits, and proofreads correspondence and Board materials; prepares presentations and reports; and tracks the progress of administrative initiatives and projects from inception to completion, often in collaboration with other departments.
Specific Duties:
• Provides high-level administrative support to the Executive Director and Board of Trustees, performing a wide range of administrative and office management duties to ensure the timely and accurate completion of projects that enhance organizational efficiency and support Hagley’s mission.
• Coordinate, organize, and manage office communications to ensure efficient information flow within the Executive Office.
• Process departmental invoices and track them through the approval workflow with the Business Office to ensure timely payment and accurate recordkeeping.
• Utilize the BoardEffect software platform to manage and maintain Board and Executive Director files, including meeting agendas, materials, and minutes for the Board of Trustees, Executive Committee, and other standing committees.
• Review, edit, and prepare legal documents as directed by the Executive Director; process and reconcile monthly invoices from legal counsel.
• Assist with annual budget preparation, monitor expenses, and maintain a general understanding of financial statements to support reporting and distribution of materials to the Board.
• Maintain Board records, contact lists, and distribution groups; track and update annual Conflict of Interest and Disclosure Forms, Board Information Sheets, and Committee assignments.
• Coordinate communication between the Executive Director, Board members, and committees to ensure timely information sharing and follow-up.
• Provide planning and logistical support for Board-related events such as the Annual President’s Circle Dinner, Game Dinner, and other special functions, including seating charts, RSVPs, and auction coordination.
• Support additional meetings and events for the Executive Director, senior leadership, or Board as needed, including Senior Management and All-Staff meetings.
• Collaborate with the Development Division to log and track donations and related records.
Minimum Experience and Required Skills:
• High school diploma or GED required; Associate’s degree in Business Administration, Communications, or a related field preferred.
• Deep commitment to Hagley’s mission, values, and service culture.
• Minimum of 2–3 years of executive-level administrative experience, including managing calendars, preparing minutes, and tracking expenses; experience with Zoom and BoardEffect (or similar board management software) preferred.
• Proven ability to handle confidential information with discretion and professionalism.
• Exceptional written and verbal communication skills, including strong proofreading and document preparation abilities.
• High emotional intelligence with the ability to build trust, demonstrate accountability, and interact effectively with individuals from diverse backgrounds.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities and anticipate needs.
• Excellent technical proficiency and customer service orientation.
Schedule:
Monday – Friday 8:30am – 4:30pm
Compensation and Benefits:
This is a full-time, exempt position with a salary range of $44,000–$52,000, commensurate with experience. Hagley offers a comprehensive benefits package including:
• Health coverage, including medical, dental, and vision insurance, effective the first of the month following your start date.
• 403(b) retirement plan with employer match, plus a 7% employer contribution after one year of service
• Employer-paid life insurance, short-term disability, and long-term disability coverage
• Twenty-five (25) days of paid time off annually, plus eight (8) recognized holidays
• Standard thirty-five (35) hour work week
• Complimentary admission to Hagley for employees, their families, and friends, as well as free admission to Smithsonian-affiliated institutions for employees.