Executive Assistant to the President & CEO at the 9/11 Memorial & Museum
Job Title: Executive Assistant to the President & CEO
Job Status: Full-time
Location: New York, NY
Salary: $95,000 – $105,000 per year
Position Overview:
Reporting directly to the President and CEO, the Executive Assistant plays a key role for ensuring the efficiency of the President’s office. The Executive Assistant will serve as the primary point of contact for a variety of internal and external stakeholders. The Executive Assistant will need to strategically manage the President’s time, and support all presidential activities whether they be internal, board, or external to ensure that the President is prepared for success. This individual will also assist the President with the execution of organization-wide initiatives and special projects, the development of presentations, review materials, and perform research.
Role and Responsibilities:
● Review, plan, and organize the President’s schedule including calendar management, interaction with internal and external executives/assistants/consultants to coordinate meetings and appointments.
● Responsible for the timekeeping function for the President’s office and EMT staff and ensures adherence to relevant personnel policies for all staff in the President’s office.
● Review incoming invoices, create check requests, and prepare expense reports for the President and President’s office PCard.
● Manage the President’s phone log.
● Develop strategies for special project implementation and management.
● Prepare PowerPoint presentations, meeting agendas, and other materials, as needed for all meeting types.
● Attend meetings on behalf of the President’s office, take notes, and send updates.
● Arrange travel reservations and itineraries for the President as well as outside guests.
● Work with the Chief of Staff and Board Liaison to ensure back up coverage for your desk when you are out of office. You may also have to provide occasional back-up coverage for the Coordinator in the Legal Department.
● You will manage complimentary ticket and tour requests from all Board members. You may coordinate with the Board Liaison to plan and execute VIP visits for guests or groups. Among the two roles, you will arrange tickets, secure Museum guides, book rooms, and work with operations, Government & Community Affairs, Institutional Advancement, and education staff as necessary.
● Assist in the planning and execution of department wide and organization wide team building, holiday, and recognition events.
Board and Executive Committee Support and Liaison:
● Schedules all meetings (internal prep meetings, Chairman’s pre-briefing before Board meetings, and Board run through sessions).
● You will work with the Chief of Staff and Board Liaison to assemble and provide quality control of meeting materials, including reviewing press clips and board cover, assisting with PowerPoint, compiling PDF board books, and printed materials as needed.
● Participate in board meeting run-throughs and work internally and externally with the AV production team, on room reservation, setting up phone and Zoom calls, Microsoft Teams production, PPT, fielding speakers, and working on run-of-show.
Qualifications/Skills Requirement
● Undergraduate degree
● Minimum of 3-5+ years of administrative support experience at the executive level.
● Experience in project management and demonstrated ability to manage the details of a project from idea phase to implementation.
● Experience working in a fast-paced environment with an understanding of prioritization of workload, and a sense of urgency in performing tasks and executing department deliverables.
● Demonstrated ability to work and think independently and possess the ability to interact well with a wide range of people of all levels within and outside the organization, excellent diplomacy, discretion and judgment.
● Excellent phone manner, written and oral communication abilities, and interpersonal skills.
● Exceedingly organized, strong attention to detail, takes initiative, and technologically savvy.
● Proficiency with MS Word, Excel, Outlook, and PowerPoint required
● Adept at developing creative presentations.
● Experience scheduling travel arrangements for management.
● Commitment and sensitivity to confidentiality.
● Proactive, team-oriented, professional and flexible manner.
Other Responsibilities
● Provides general office support, organizing and maintaining filing systems, copying, updating contacts, ordering and inventorying supplies, and any other office tasks for the President.
Required Support for Organizational Events
· Participate in the Annual 5K Fundraiser and 9/11 Commemoration, as assigned.
· Assists with other special projects and events in support of all 9/11 Memorial and Museum, as assigned.
How to Apply
- Include position you are seeking in the email subject field.
- State the location where job posting was seen.
- Send resume and brief cover letter.
The National September 11 Memorial and Museum (9/11 Memorial & Museum) is an equal opportunity employer. Applicants who meet the qualification requirements of the role will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
The National September 11 Memorial & Museum (9/11 Memorial & Museum) is committed to an organizational culture that supports and reinforces our values regarding diversity, equity, inclusion, and accessibility (DEIA). We seek to build a collaborative, open, and equitable space where staff want to be, knowing that their contributions, professional expertise, and distinct voices are valued and respected. We encourage and celebrate an inclusive environment where candor and participation, when it comes to sharing ideas and collaborative problem-solving, are welcomed regardless of one’s role at the Museum or background.
Reasonable accommodations may be made to qualified candidates, during the interview process, to enable individuals with disabilities an opportunity to interview.
Effective April 30, 2022, the National September 11 Memorial and Museum (9/11 Memorial & Museum) requires all eligible employees be fully vaccinated and boosted against COVID-19 as a condition of employment and provide proof of such vaccination prior to their joining the institution.