Executive Assistant

The Executive Assistant is a full-time position reporting directly to the Executive Director of the Society of the Cincinnati, Inc. (hereafter the “Director”). The incumbent is the key administrative assistant for the Director who also supports and represents the Director to a broad range of staff, members, donors, board directors and officers, dignitaries, vendors, and the general public, serving both as an ambassador for the Society of the Cincinnati and its American Revolution Institute.

The Executive Assistant is responsible for the coordination of administrative activities, meetings and functions, along with logistical support within the Director’s office, handling duties while also reporting back proactively to the Director, as well as other senior staff and senior volunteer leaders of the Society. This will include gaining a thorough knowledge of the Society’s practices, policies and procedures. They will also assist the Director of Finance as and when necessary. They will be engaged with special events and programs related to the Society and the Institute, particularly during the General Society meeting weekends. The position will utilize strong administrative, organizational, diplomatic skills as well as confidentiality, discretion and teamwork on tasks, projects, and initiatives that further the Society’s mission and goals.

The Executive Assistant will also provide support from time to time when needed for the Society’s President General (i.e., board chair) and other executive committee volunteers.

Essential Duties:

Utilizes sound independent judgment to perform a wide variety of senior level, time sensitive, and often confidential tasks requiring a great degree of responsibility, initiative, accuracy, diplomacy, discretion, tact, and personal judgment.

Serves as the ‘face’ of the executive office when the Director is not available. Always striving for excellence in customer service, the incumbent handles administrative office functions while assisting the executive offices for responsive contact with donors, board directors, Society and Institute members, Society staff and institutional partners. Utilizes sound independent judgment to attend to matters when the Director is away from the office.

Overall duties fall into the following broad categories:

Administrative & Office Management

Provides support and manages daily and special purpose administrative duties. Help establish and maintain a variety of office procedures and daily operations, including photocopying, physical and digital filing, check requests, expense reports, overnight deliveries, answering telephones, routing invoices, and reviewing daily email and postal mail to the Director. Maintains a check list of follow up items for the Director as well as ongoing digital or hard-copy folders for informational reference and easy access by the Director as projects or tasks emerge and unfold.

Coordinates the Director’s calendar (with his input and agreement) and letter preparation, schedules appointments and meetings, prepares reports, provides logistical support for meetings and gatherings, and coordinates travel arrangements and reservations.

Communications/Correspondence

Serves as a primary point of contact for executive correspondence, calls, and emails, providing timely response and utilizing good judgment to delegate on behalf of the executive director to appropriate staff all of those inquiries/issues not requiring the Director’s attention; ensures appropriate coordination and follow up. Assists the Director to organize emails needing his review or to be delegated to other staff and volunteers.

Work closely with the senior staff (and especially the Development office) to manage the Director’s communication with Society and Institute members, donors and support groups.

Acts as liaison between departments to facilitate communication; organizes ZOOM meetings, creates and compiles handouts, itineraries, monthly reports, mailings and packets for the executive office, including those digital information/committee packets for Board and Executive Committee meetings, and provides project support. Coordinates from time to time with the Administrative Receptionist for member room reservations and other member services.

Budget/Finance

Manages expense receipts and expense reports for the Director, including credit card statements reconciling, and other expense or bill paying relates to the Directors credit card or documentation needing the Director’s approval.

Assists the Director and the Finance Director to provide information and to resolve any questions/issues related to annual budgets, and presentation of budgets to the Executive Committee and board of directors.

Meetings & Events

Arranges and coordinates logistics for business meetings in-person or via ZOOM. Also assists with member meetings for the Director’s office; secures/reserves space and refreshments, and ensures the Director is prepared for upcoming meetings and appointments by assembling necessary materials; taking meeting notes as required.

Provides onsite support for events, special tours, and programs as needed, especially during the General Society spring and fall Executive Committee and Board meetings, special donor/staff events, and onsite meetings. Works with staff and volunteers across the organization to coordinate events, meetings and VIP visits. Includes managing the schedule and logistics for visiting VIPs and guests of the Director and the Development office, as well as making necessary reservations and arranging tours with appropriate staff.

Other Duties

Undertakes other duties, tasks or special projects as assigned by the Director. This includes assisting the Secretary General and the Senior Development Operations Manager with General Society meetings management and communications flow, as well as tracking of travel agreements with the six Executive Committee members.

Qualifications and Education Requirements:

1. Minimum of seven years of previous administrative experience required as well as demonstrated prior executive level support
2. Bachelor’s degree required
3. Ability to exercise confidentiality, discretion, diplomacy and good judgment
4. Ability to take initiative and work independently using anticipatory problem solving skills
5. Professional presentation and excellent approachability/social skills required
6. Excellent organization skills, close attention to detail and responsive, prompt follow-up required
7. Ability to perform administrative and clerical support functions independently
8. Excellent verbal and written communication skills; knowledge of good grammar, spelling, punctuation, and appropriate formats, style, and accuracy in the preparation and review of correspondence, meeting materials and minutes
9. Strong computer skills (must be adept at all Microsoft Office applications and tools). Fundraising software experience is a plus, especially knowledge of Raiser’s Edge
10. Must exhibit flexibility, teamwork, reliability and multitasking in a fast-paced environment.
11. Availability for occasional work during non-traditional hours (weekends, holidays and evenings) but especially leading up to and during the two annual General Society weekends each spring and fall
12. Appreciation for the educational mission and heritage of the Society and its American Revolution Institute as well as appreciation for early American history
13. Knowledge and/or fluency of other languages (especially French) is a plus

This is a full-time professional position based at Anderson House, the Washington, D.C. National Historic Landmark headquarters of the Society of the Cincinnati and the home of its American Revolution Institute. This is not a remote position, although occasional remote work may be a possibility. The position will involve occasional evening and weekend hours, and may involve occasional travel outside the Washington area to assist with special Society gatherings or Institute historical programs at other locations.

The Society of the Cincinnati provides health, dental, vision, life, and disability insurance. After one year of employment, employees are eligible for employer-only contributions to an employer sponsored 401(k) plan. A Metrorail monthly stipend is provided to employees who use public transportation. The Society offers a competitive paid leave package that includes vacation days (pro-rated in the first year of employment), sick days, all federal holidays, and one flex holiday.

Fluency in English is required, knowledge and/or fluency of other languages (especially French) is a plus.