Executive Assistant to the President & CEO

AVAILABLE POSITION: EXECUTIVE ASSISTANT                            

DATE:  January, 2019            

CLASSIFICATION: FULL-TIME                                            

 

ORGANIZATION SUMMARY

The Trust for the National Mall became an official non-profit partner of the National Park Service, forming the largest public/private partnership in Park Service history.  Our mission is to engage the American public and raise the necessary funds called for in the National Mall Plan to restore the inspirational and iconic National Mall. This effort includes embarking on a national and international campaign to build awareness and widespread support.

The Trust has completed a national design competition for key areas on the National Mall.  The winning designs provide a framework for the Trust to help create a more beautiful, useful and sustainable National Mall, while honoring its historic integrity.    It is now the task of the Trust to fund and build these projects, along with other elements of the National Mall Plan, allowing visitors from across the country and around the world to continue celebrating America’s history, honoring our heroes, exercising their First Amendment rights and immersing themselves in rich educational and recreational opportunities.  

POSITION SUMMARY

The Executive Assistant to the President & CEO will manage the schedule and day to day support of the President & CEO, including scheduling internal and external meetings, drafting briefings and documents, managing relevant data entry in Salesforce and Board of Directors meetings and communications. In addition, the Executive Assistant will be the primary office administrator, managing the upkeep of supplies and general hospitality needs for meetings and special guests.  The Executive Assistant will be a part of a small team of 11 and will report to both the President & CEO and the Executive Vice President.

CORE RESPONSIBILITIES INCLUDE

 I.  Scheduling and day to day support of the President & CEO (reporting to the President & CEO):

  •  Manage and maintain external and internal schedule – prioritize and process appointments, prepare briefings, travel schedules and arrange transportation and travel;

  • Facilitate the president’s regular interaction with the team and consultants, including the coordination of staff meetings and agendas.

  • Facilitate scheduling and communications with the assistants to Board Members; support the President’s communications and proceedings with members and sub-committees;  

  • Plan & execute board meetings including securing venue, meeting materials, speakers, catering, entertainment & transportation.

  • Plan conference calls and meetings for sub-committees, prepare materials and others items as requested.

  • Maintain a records management system, including data entry in Salesforce, the organization’s CRM system;

  • Prepare and process monthly expense reports for President, review others that need executive approval; 

  • Assist in the development and tracking of correspondence as directed.

 

II. Office Administrator and Hospitality Coordination (reporting to the Executive Vice President)

  • Support all office functions, including ordering of supplies, liaison to tech support, and general office upkeep;

  • Support team activities and events;

  • Support food & beverage needs for each meeting as directed; 

  • Support a welcome environment for all guests to the organization.

QUALIFICATIONS

  • Bachelor’s Degree and minimum 2 years of experience in a workplace environment. Prior scheduling experience preferred;

  • Strong organizational skills and attention to detail; Ability to prioritize and manage multiple tasks effectively while keeping another’s task organized. 

  • Strong interpersonal skills maintaining a positive and supportive attitude;

  • Impeccable verbal and written skills;

  • Experience with MS Office and knowledge of software applications, such as desktop publishing and database management 

  • Ability to work independently and as a cooperating member of the team with a supporting attitude and focused energy.

  • Good judgment and discipline of discretion regarding sensitive and confidential information.

HOW TO APPLY

The Trust for the National Mall offers a competitive compensation and benefits package plus a positive work environment, which encourages personal growth and achievement. Please visit our website at www.nationalmall.org for more information about the Trust.

Please submit resume, cover letter and one writing sample to:  information@nationalmall.org with ‘Executive Coordinator Candidate [LAST NAME]’ in the subject line.  Please submit all materials in one document in PDF format if possible. No phone calls please.