Missouri History Museum
  • 31-Aug-2020 to Until Filled (CST)
  • Executive2
  • St. Louis, MO, USA
  • Salary
  • Full Time

Comprehensive benefits package


Position Summary:

The Missouri Historical Society seeks an Executive Assistant to the President.

The Executive Assistant to the President acts as an administrative and Board support to the President. The Executive Assistant accomplishes various responsibilities that require specific knowledge, including utilizing Outlook calendar, and the coordination, planning, and organization skills to meet sensitive deadlines. The Executive Assistant also serves internally and externally as a representative of the President and MHS. 

Essential Functions:

Responsibilities to the Board of Trustees and Missouri History Museum Subdistrict Commissioners:

  • Organize and staff all Board of Trustee and Executive Committee meetings; manage oversight of all other Board Committees, providing support and direction as needed to colleagues and other coordinators.
  • Support Board and Institutional task forces as requested.
  • Maintain accurate and complete files.
  • Research and communicate best practices in Board related work to Board Chair and task forces.

Responsibilities to the President:

  • Oversee President's calendar: Work with Coordinator to confirm appointments, issue reminders, and notify all necessary parties of any schedule changes. Make lunch reservations and all other arrangements as needed.
  • Schedule and develop agendas as needed for meetings, including weekly updates, Leadership Team and monthly Staff meetings. 
  • Manage files, schedules, correspondence, agenda, conference calls, and meeting arrangements for all the President's internal and external activities.
  • Maintain contact with Development to coordinate the President's schedule for preparation of solicitation materials and ensure that all relevant information about cultivation is provided to Development in order to maintain updated records on our various donors and stakeholders.
  • Maintain contact with Marketing & Communications to coordinate President's media interviews and public appearances.
  • Plan all relevant receptions and meetings including arrangements for refreshments, set-up, meeting room reservations, the creation of event itineraries, and talking points for speakers as appropriate. 
  • Create and manage the President's Office departmental budget; tracking and reconciling expenses on a regular basis and ensuring that the department stays within budget. This includes the reconciliation of the monthly VISA statement and all reimbursement requests.
  • Keep President's email contact lists, Board, and Subdistrict lists up to date. Ensure accurate databases are maintained for generating holiday cards. 
  • Review and edit, as appropriate, correspondence, and all other written communication disseminated for and from the President.
  • Other tasks as requested by the President, including independent assignments, travel arrangements, etc.

General Responsibilities:

  • Gathering and organizing of talking points for the President for all meetings.
  • Coordinate dissemination of institutional news with other departments and divisions as required.
  • Sign institutional checks according to MHS check signing policy.
  • Determine and distribute agenda for and attend weekly Leadership team meetings. Document follow up and action items as needed.
  • Reconcile monthly VISA statement for President and own organization issued VISA.
  • Supervise staff and volunteers as appropriate including regular updates and annual evaluations for paid staff members.

Qualifications:

  • Associate's or Bachelor's degree desired.
  • Three or more years of relevant experience supporting senior-level administrative team preferred.
  • Previous experience in non-profit preferred.
  • Advance skills in computer word processing and presentation software with proficiency in online communication tools such as Zoom and TEAMS.
  • Efficient in transcribing and accuracy of meeting minutes.

Skills:

  • Strong organizational skills and attention to detail.
  • Excellent oral, written, and interpersonal communication skills.
  • Ability to manage and prioritize multiple projects under pressure and meet deadlines.
  • Ability to anticipate the President's needs.
  • Ability to maintain discretion and confidentiality at all times.
  • Self-motivated, conscientious, and flexible.

Deadline to Apply: Position open until filled.

Please upload cover letter and resume when applying.

For external job boards, Click here to apply.

An Equal Opportunity Employer

Missouri History Museum
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