The Senior Executive Assistant for the Preservation Division (reporting directly to the Chief Preservation Officer) supports the Chief by managing day to day operations of the Chief's office, scheduling workflow, and supporting the staff of the Preservation Division as needed. The position also oversees some operational projects, in coordination with the Chief and the Director of Business Operations.
Duties
- Coordinate, in cooperation with the Chief Preservation Officer, the daily work of the Chief's office.
- Maintain the Chief's daily calendar and out-of-town travel schedule (to include communication and coordination with all divisions of the National Trust, and Trust field offices and historic sites, and preservation partners).
- Support the staff comprising the Preservation Division Management Team as needed. Attend meetings of the management team and oversee its logistics including agenda development and follow-up on each meeting's action items.
- Execute junior-level project management, overseen by the Director of Business Operations.
- Produce and coordinate division-wide communications. Manage all logistics for division-wide meetings and conference calls.
- Serve as the chief administrative liaison with the Office of the President for the Chief Preservation Officer's office. Coordinate administrative and logistical needs with the offices of the division chiefs in Finance, Legal, Marketing, and Development.
- On both a daily and weekly basis, meet with the Chief to identify and highlight upcoming meetings and issues, work to ensure that preparation for high-priority meetings is part of the daily calendar, and assist the Chief in the management of tickler files and project follow-up among Preservation Division staff.
- Gather input on high-priority travel for the Chief, and meet regularly to review travel opportunities that meet the goals of the National Trust, the Division, and the Preservation10X framework (the strategic framework for the National Trust).
- Prepare written materials for the Chief as assigned, and look for opportunities to take on classes of writing assignments as appropriate.
Qualifications
- Minimum of 3 years of administrative experience desired, preferably in related setting, and including experience in office management, assistance with budget preparation/monitoring, meeting coordination and handling extensive scheduling and travel coordination for a busy executive.
- Demonstrated ability to evaluate and streamline office procedures through use of technology.
- Strong verbal communication skills and excellent writing, editing and grammar skills, with experience assisting in the preparation of high quality presentation materials, as well as drafting original material and editing drafts from others into final form.
- Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion, with ability to adapt and be flexible in a dynamic work environment within a complex organization.
- Demonstrated experience interacting effectively with high level stakeholders and the public.
- Basic analytical and problem solving skills, including issue identification and prioritization..
- Basic project-coordination skills, and ability to achieve results with only moderate supervision.
- Must be highly motivated, comfortable working in a team setting, and a conscientious self-starter with strong time management and organizational skills, and excellent attention to detail.
- Experience supporting outreach to and engagement of culturally diverse audiences and partners a plus.
- Demonstrated intermediate to advanced competence in Microsoft Office, specifically, MS Word, Excel, and Power Point and using MS Outlook for extensive high level scheduling and calendar management. Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
- Bachelor degree (or equivalent related work experience) required.
