Job Summary
The National Main Street Center, Inc, a subsidiary of the National Trust for Historic Preservation, seeks a motivated and experienced Administrative Assistant to support the NMSC President and Chief Executive Officer and lead the administrative efforts for the Center.
DUTIES
- Maintain the CEO's daily calendar: arrange in-house and outside NMSC meetings, coordinate scheduling and logistics for conference call, and out-of-town travel schedule (to include communication and coordination with board members, field staff, and state and local partners.)
- Coordinate travel logistics, and expense reimbursements for all business travel and local meetings for the CEO. Maintain electronic and hard files.
- Meet regularly with the CEO to identify and highlight upcoming meetings and issues and assist in the management of files and project follow-up among NMSC staff.
- Draft, edit and format CEO's internal and external correspondence and presentation materials.
- Facilitate communication between the President and staff, board members, National Trust executives and partners.
- Provide support for board meetings; coordinate meeting attendance and handle logistical issues for board members during meetings and conference calls.
- Answer the CEO's direct telephone lines when needed and follow up on general questions and requests.
- Monitor Center's email inbox and main phone line and respond to inquiries from members, clients, partners and the public.
- Compile monthly revenue projections from the field, prepare client invoices and budget reports, assign coding to checks, ACH transactions and invoices, and reconcile monthly financial transactions. Other light financial/accounting duties as assigned by the Senior Business Manager and CEO.
- Support the staff comprising the National Main Street Center as needed. Attend team meetings and oversee its logistics including agenda development and minutes.
- Work with key external stakeholders and National Trust divisions in a professional and timely manner.
- Perform light research tasks and other duties, as assigned by the CEO.
Qualifications
- 2-3 years related experience supporting a senior executive with preference for experience in a non-profit setting.
- Demonstrated intermediate to advance competence in Microsoft Office, specifically, MS Word, Excel, and Power Point and using MS Outlook for extensive high level scheduling and calendar management of behalf of CEO.
- Experience should demonstrate organizational and planning skills, analytical skills, and strong interpersonal and communication skills.
- Must be able to work in a fast-paced environment, set priorities and manage a number of projects in a timely and efficient manner with only moderate supervision.
- Demonstrated ability to write and communicate clearly and effectively. Excellent editing skills are a must for this position.
- Must have 1-2 years of light financial/accounting experience.
- Demonstrated experience interacting effectively with high level stakeholders and the public.
- Must be highly motivated, dependable, organized, comfortable working in a team setting, and a conscientious self-starter. Proven ability to multi-task and respond in a timely fashion to a high volume of requests.
- Undergraduate degree required with preference for a planning, community development or preservation background.
