Executive Assistant to the EVP and CFO

Description

The National WWII Museum is currently seeking an Executive Assistant for the Executive Vice President (EVP) and Chief Financial Officer (CFO). Reporting to the EVP and CFO, this position provides administrative and operational assistance to the EVP and CFO to support the successful organization, implementation, and management of objectives of the office of the EVP and CFO. The Executive Assistant to the EVP and CFO manages administrative and project activity across the Finance and Accounting, IT, A/V, Security, Retail, Insurance, and Legal functions and across the organization, on the behalf of the EVP and CFO. The Executive Assistant is responsible for managing high-level and complex calendaring activities, coordinating projects, researching and preparing materials and preparing reports. 

Requirements

Executive Support

• Provide comprehensive administrative support to the Executive Vice President including scheduling meetings, managing calendars and handling correspondence.
• Act as a liaison between the Office of the Executive Vice President and internal/external stakeholders, ensuring timely communication and follow up on action items.
• Prepare agendas, presentations and reports for executive meetings and assist in the dissemination of relevant materials.
• Support the EVP in preparing for Cabinet, Board and Committee meetings including preparing the documentation, reports, and handouts.
• Prepare purchase orders, invoices, contracts, expense reports, and other materials for the EVP’s approval.

Project Management

• Coordinate special projects and initiatives, tracking progress and ensuring deadlines are met.
• Collaborate with cross-functional teams to gather information, conduct research, and compile data for executive decision making.
• Manage the implementation of executive directives, monitoring outcomes and providing regular updates to stakeholders.
• Special projects include but are not limited to: annual insurance renewals, annual state solicitation registrations, annual state tax exempt applications and building and maintaining the Finance Department Museum Hub page.

Legal

• Provide administrative support to Corporate Counsel including scheduling meetings, managing calendars, and handling correspondence.
• Contract administration – manage the Museum’s online contracts repository.
• Legal and organizational document compliance – update corporate documents with Sam.gov, LA Secretary of State, New Orleans One-Stop, and respond to various vendor requests (e.g., COIs and credit applications).
• Legal Matters and Intellectual Property – support Corporate Counsel to ensure that licenses, certifications, and trademarks are current and active.
• Conduct due diligence research and review corporate records, contracts, and other materials for accuracy and compliance.
• Document preparation and proofreading.

Other Responsibilities

• Board/Committees – provide assistance and support in preparation and execution of EVP’s role in Board and Committee meetings including taking minutes, if requested.
• Act as insurance liaison between the Museum and the Museum’s insurance brokerage firm and support EVP and Corporate Counsel in managing insurance and claims reporting and tracking.
• Retail – prepare purchase orders for approval and distribution to A/P; liaise with the Retail Department as needed, supporting the EVP’s objectives for that department.
• IT, Security and A/V- Liaise with these Departments as needed, supporting the EVP’s objectives for those departments.
• Work Teams – serve on various work teams as considered necessary

Confidentiality and Discretion

• Handle sensitive information with the utmost confidentiality and discretion, always maintaining a high level of professionalism.
• Manage confidential documents, records, and communications, ensuring compliance with company policies and regulatory requirements.
• Exercise sound judgment in resolving complex issues and navigating challenging situations with tact and diplomacy.

Relationship Management

• Cultivate strong relationships with internal stakeholders, including department heads, managers, and staff members to foster collaboration and alignment.
• Serve as point of contact for external partners, clients, and vendors, representing the Office of the Executive Vice President with professionalism and integrity.
• Anticipate the needs of the Executive Vice President and stakeholders, proactively addressing concerns and providing proactive support as required.

Undertakes special assignments/projects on a wide variety of issues as requested by the EVP and CFO.

Qualifications

• Bachelor’s degree in Business Administration, Management or related field.
• Proven experience in similar roles, supporting C-suite executives or senior management.
• Exceptional organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent attention to detail.
• Strong communication skills, both written and verbal, with the ability to interact effectively with individuals at all levels of the organization.
• Proficiency in office productivity software (e.g. Office365) and project management tools.
• Demonstrated discretion and integrity when handling confidential information and sensitive matters.
• Strategic mindset, with the ability to think critically, analyze data and contributed to decision making processes.
• Flexibility and adaptability to navigate rapidly changing priorities and requirements.
• Professional demeanor with a positive attitude and a commitment to excellence.

In addition to offering competitive wages, the Museum’s benefits package includes: 

• Medical insurance – 2 plan options; Museum pays 75% of premium 
• Dental and vision insurance 
• Flexible spending account 
• 401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment 
• Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available 
• Long term disability insurance 
• Paid vacation and sick leave, 10 paid holidays per year 
• Free parking 
• Tuition assistance and professional development 
• Employee assistance program 

The National WWII Museum is an Equal Opportunity Employer and seeks diversity in its workforce.  We are dedicated to a policy of non-discrimination in employment on any basis including age, sex, race, religion, national origin, sexual orientation, or disability.  Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.