Executive Assistant

3 weeks ago

Washington, United States United States Holocaust Memorial Museum Full time
Information about the organization

The United States Holocaust Memorial Museum is a federally chartered, nonpartisan institution that was created by the US Congress to serve as America's national memorial to the victims of the Holocaust and an educational institution dedicated to the history and lessons of the Holocaust. The Museum seeks to educate Americans from all 50 states and all walks of life as well as international audiences. The Museum has three areas of expertise: Holocaust remembrance, Holocaust scholarship and education, and genocide prevention.

In carrying out its important memorial and educational mission, the Museum is guided by its institutional values for our workplace: Honor the memory of the victims; carry out our work with dignity, humility, integrity and respect for others; and strive for excellence through teamwork, rigor, and a culture of continuous learning. Consistent respect for others is the foundation for trust, collegiality and inclusion.

Information about the role

This position resides within the Levine Institute for Holocaust Education and Museum Experience and Digital Media and reports to the Levine Institute's Director of Operations.

This position provides multi-faceted administrative support and assistance to ensure effective use of the Directors time and productive interactions with staff. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages Levine and MEDM Directors schedule, meeting preparations, follow-up tasks, and travel arrangements. Develops positive and strategic relationships at all levels of the organization. Uses discretion, judgment, and knowledge of the organization to facilitate the Directors activities and maintain confidentiality.

This position is located in Washington, DC and is hybrid telework eligible, within the local commuting area of the Museum worksite.

This is a full-time donated position (non-Federal) paid with the Museum's private funds. Salary is commensurate with experience.

Major Duties, and Responsibilities
  • Handles the Directors routine administrative details. Manages calendars. Schedules and arranges meetings for the Directors of Levine and Museum Experience and Digital Media. This includes serving as the point of contact for setting up and rescheduling meetings; informing attendees of the subject matter; and, ensuring the agenda and any additional background information are provided ahead of time.
  • Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations. Ensure all activities are scheduled, manages the flow of information, ensures that Directors are fully prepared with meeting materials and briefed for all meetings.
  • Keeps Directors informed of the latest developments on matters that require their immediate attention.
  • Responsible for meeting logistics. This includes, but is not limited to: scheduling, preparation of agendas, reserving and preparing the space be it a classroom, meeting room, virtual space like Zoom or Google Meet, advance preparation and distribution of meeting materials, and catering when needed.
  • Makes domestic and foreign travel arrangements for the Levine and MEDM Directors, and others including VIPs visiting the Museum. For VIP visits, notifies Museum staff and officials to be visited and determines the schedule for VIPs.
  • Submits expense reports and travel vouchers for Directors of Levine and MEDM.
  • Provides limited administrative support to the other senior members of the Levine Institute Director's Office including occasional support with scheduling, meeting logistics, travel, correspondence, and other duties as assigned.
  • Coordinates the completion of tasks assigned to staff, compiles reports and prepares letters and memoranda on a variety of subjects for Directors' signature. Proofreads all correspondence. Maintains correspondence and other office files, consistent with the requirements of a federal establishment.
  • Monitors incoming and outgoing correspondence on behalf of the Directors, including emails, faxes, mail, and packages.
  • Facilitates and coordinates presentations, including the preparation of Google slides and materials.
  • Serves as point of contact for staff working in the office to report and track office issues for the in-office staff of 30+ people.
  • Assists in the Director's role as committee liaison on the stewardship of the Education Committee by managing attendee lists, creating agendas, and preparing needed materials. Manages invitations, RSVPs, and reminders for the semi-annual Education Committee meetings. Helps prepare draft agendas and takes and prepares draft minutes of Committee meetings. Facilitates and coordinates presentations at the Education Committee meeting. Coordinates logistics for in-person meetings of the Committee.
Minimum Qualifications for the role
  • 5+ years of professional administrative experience with at least two years in executive support roles, with a proven track record of providing exceptional support to leadership.
  • Effective and diplomatic communicator in the written and spoken word with a demonstrated ability to work with a diverse range of people in various circumstances.
  • Ability to create presentations, spreadsheets, and other documents that effectively present information to top management and external groups.
  • Knowledge of grammar, spelling, punctuation, and required style needed to prepare and review memoranda, correspondence, and other documents for the Director's signature.
  • Highly developed interpersonal skills and uses discretion with confidential material.
  • Maintaining attention to detail in a multi-project work environment, with potential frequent interruptions, with competing needs requiring clear understanding of prioritization. Ability to exercise mature judgment and make independent decisions in accordance with established policies, rules and procedures. Has an organizational system to prioritize moving parts and shifting priorities.
  • Demonstrated ability to anticipate needs and challenges and mitigate them with minimal guidance based on the preferences of leadership.
  • An expert with Microsoft or Google Calendar, Gmail, Google Docs or Word, PowerPoint or Google Slides, Google Sheets or Excel, Google Meet or Zoom. Familiarity with Slack, Teams or similar, and Trello is a plus.
  • A planner, an effective team collaborator and communicator, and comfortable with ambiguity.
Preferred Qualifications for the role
  • Proactive and solution focused, with an optimistic approach to challenges.
  • Knowledge of the overall mission, policies and objectives of the Museum and its diverse constituencies.

The application deadline for this position is December 31, 2024.

Interested applicants must send their resume and cover letter; applications without a cover letter will not be considered.

The Museum is committed to cultivating and maintaining a culture of diversity, equity, accessibility and inclusion (DEAI). Please click here to view the Museum Statement on Diversity, Equity, Accessibility and Inclusion (PDF).

Benefits Highlights:

The U.S. Holocaust Memorial Museum values employee wellness, work-life balance and the diversity of what this means for individual employees in life and work. We are proud to offer a comprehensive benefits package for benefits-eligible employees that includes generous paid leave benefits, health, dental, and vision insurance, flexible spending accounts, a health savings account with an employer contribution, 403(b) retirement plan with a generous employer match and contribution, group term and supplemental life insurance, short and long-term disability, commuter subsidy, access to two employee assistance programs, as well as voluntary critical illness and accident insurance coverage, long-term care and pet insurance options. Our policies also support telework and other flexible schedule options based on the job, work and team collaboration requirements.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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