Executive Assistant

Job Description

Job Description

Reports to: CEO and President of Tuskegee Airmen National Historical Museum (TANHM) and Director of Annual Giving

Responsibilities

The CEO's Executive Assistant provides high-level, confidential, executive support to the CEO on a wide range of projects including staff-wide initiatives, Board and donor cultivation, programs and other topics as assigned. With a high degree of autonomy, the Executive Assistant manages the CEO’s Office, the CEO’s calendar, the Board of Directors calendar and events, and special projects involving the CEO.

· Manages the CEO’s calendar, setting up and coordinating individual meetings as requested by the CEO and/or Board.

· Functions as the gatekeeper, understanding the requirements of the CEO, in order to prioritize issues according to urgency and to allocate time accordingly. Acts as a strong liaison between the CEO and local community, high-level donors, and museum professionals.

· Responds to sensitive and important issues, and forwards situations and issues presented by board members, donors, and external constituents to appropriate museum leadership for resolution. Independently responds to inquiries from individuals, donors and the community on behalf of the CEO.

· Manages the creation and implementation of the Board of Directors annual calendar, including meetings, social activities, and specified committee meetings. Serves as liaison for Board, helping/assisting/working with them on any issue they raise. Collaborates with fundraising team to create and administer the annual Board appeal. Composes and edits written documents for the Board leadership, such as agendas, summaries, reports, minutes, letters, directives, and visual presentations.

· Manages and monitors projects the CEO is involved in, identifies and gathers relevant data, maintains deadlines, reminds the CEO of matters that require immediate attention, and offers assistance and analytical support. Researches and drafts letters as required. Assists CEO with basic technical support.

· Maintains files, documents and other materials for efficient retrieval. Screens and prioritizes incoming mail for CEO’s attention.

· Supports CEO and Board to execute cultivation and stewardship events.

· Supports CEO in identifying community partnerships to support TANHM and increase community awareness.

· Promotes the mission of TANHM to inspire and educate the community on the history and contributions of the Tuskegee Airmen.

· Processes mailed and online donations to TANHM.

· Assists with the maintenance of the museum website and donor database.

· Drafts fundraising correspondence, including acknowledgements, solicitations, and digital communications.

· Identify perspective sponsorship opportunities to support TANHM programs.

· Promotes sponsored events to cultivate relationships with local schools, organizations and the community.

· Arranges for the CEO and President, and volunteers to meet with prospects and donors, for stewarding and solicitations. Conducts research and prepares recommendations and briefings. Suggests strategies for furthering relationships with donors based on knowledge of program needs, donor history, and donor interests. Makes contacts of a sensitive nature, internally and externally, requiring discretion and diplomacy.

· Oversees and ensures that daily operations run smoothly for the CEO and museum. Handles the details of a variety of matters on behalf of the CEO. Implements related business processes. Participates in the development and implementation of efficient and effective systems for TANHM, managing information, projects and communications.

· Manages various special projects and events including annual salute reception and dinner, exhibition and other projects, and special mailings.

· Coordinates scheduled museum tours for groups (five or more)

· Assists with donor cultivation, stewardship programs and sponsor benefits for individual donors.

· Other Duties As Assigned