Executive Administrator

Description

Who We Are

The Virginia Living Museum is a leader in natural living exhibits! Native Virginia mammals, marine life, reptiles, amphibians, birds, plants and planets are presented in natural ecosystems and honored for their ability to connect people to nature through educational experiences that promote conservation.

Accredited by both the Association of Zoos and Aquariums (living exhibits) and the American Alliance of Museums (non-live collections), the Museum’s high standards are its hallmark, as only fourteen institutions share this designation in the country. Community volunteers outnumber staff by approximately 7:1 for incredible mission delivery. The Museum is a 2015 Governor's Environmental Excellence Gold Award recipient, and a certified Virginia Green attraction dedicated to environmentally friendly practices and education.

Our full-time employees enjoy a comprehensive benefits package, including 35 days of paid time off per year (9 holidays, a birthday, 10 vacation days, 12 sick days, and 3 personal days), fully paid life, short-term, and long-term disability insurance, dental coverage, and health insurance costs partially subsidized by the Museum. Additional benefits include a Flexible Spending Account (FSA) and the option to participate in a 401(k) retirement plan. Join us in our mission to inspire and connect people with the natural world while benefiting from a supportive and rewarding work environment.

General Statement of Duties

The Executive Administrator is a systems thinker, skilled in project management, and actively engaged and informed about current events at the Museum. Provides support to the Executive Director, and Board of Trustees and committees, helping facilitate communication processes and day-to-day operations of the Museum. This position recognizes the capacity to achieve greater results by integrating skilled volunteers and leveraging their diverse knowledge and abilities. This position reports directly to the Executive Director.

Qualifications

• Excellent organizational, analytical and research skills. 
• Results-oriented, goal driven, self-motivated with ability to work with minimum direction and supervise the work of others.
• Ability to build relationships with tact and diplomacy. Excellent oral and written communication and interpersonal skills. 
• Highly developed discernment and discretion skills.
• Bachelor’s degree preferred. Minimum of three years of progressive responsibility in an administrative role. 
• Thorough knowledge of office software, terminology, procedures, and equipment. Strong proficiency with Microsoft Office applications and database software.

Duties and Responsibilities

Provide support, manage & maintain functions of the Museum Leadership Team and office

• Be a positive enthusiastic representative of the Virginia Living Museum, enhancing the guest experience through administrative excellence.
• Perform advanced, diversified and confidential administrative duties regarding organization policies and practices. Collaborate and support Museum wide initiatives. Prepare correspondence, minutes, memoranda, reports, etc.
• Advance projects by assigning work to appropriate staff/volunteers and driving results.
• Conserve executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Manage Executive Director’s schedule, maintain a calendar of appointments, meetings and travel itineraries, and arrangements.
• Arrange, prepare and maintain timely Museum materials including Leadership meetings, Policy manuals and forms, Master Naming list, AAM & AZA accreditation packages and mail.
• Ensure all Museum insurance & contracts are compliant with policies and financial goals.
• Administer special projects assigned by the Executive Director.

Provide administrative support to the Board of Trustees/Advisors and Endowment Committees

• Arrange, attend and prepare timely schedules, materials and minutes of the Board of Trustees meetings and the Annual Meeting of the Corporation.
• Manage Board & Committee meetings, coordinate food arrangements, and set-up.

Requirements

• Ability to work occasional evenings/weekends.
• Must be able to hear and speak clearly.
• Physical requirements include medium work, exerting up to 40 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
• Must be able stand for extended periods of time and move about on foot to accomplish tasks
• Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions.
• Must have close visual acuity to perform activities such as: preparing and analyzing data, transcribing, viewing a computer, and extensive reading.