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Executive Assistant

The Executive Assistant will provide high-level, administrative support to several National Inventors Hall of Fame (NIHF) executives. This role is responsible for complex calendar management, meeting and travel coordination, correspondence, document preparation, and project/priority tracking - while exercising exceptional judgment, discretion, and professionalism. The Executive Assistant serves as a liaison between executives and internal/external stakeholders, helping the leadership team operate efficiently and stay focused on strategic priorities.

Position Responsibilities:

Manage multiple executives’ calendars, including scheduling, prioritization, conflict resolution, and proactive planning across competing priorities
Coordinate meeting logistics end-to-end: agendas, pre-reads, attendee coordination, conference rooms/virtual links, and follow-ups as needed
Draft, proofread, and format executive correspondence and presentations with a high level of attention to detail
Serve as a professional first point of contact - screening requests, routing communications, and ensuring timely responses
Arrange and manage business travel (air/hotel/ground), itineraries, and real-time adjustments
Prepare and submit expense reports and reconcile receipts in alignment with internal policies and timelines
Support preparation of leadership and board materials (packets, reports, minutes/notes, tracking of actions), and assist with coordinating input across teams
Assist with planning and execution of executive-level and board meetings/events
Track executive priorities, action items, deadlines, and deliverables; send reminders and follow-ups to ensure closure and accountability
Coordinate special projects on behalf of executives, including cross-functional scheduling, documentation, and status reporting
Handle sensitive and confidential information with the highest level of discretion and professionalism; maintain trust across leadership and stakeholders
Other duties as assigned

Knowledge, Skills and Abilities:

Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication; ability to interact professionally with executives, staff, board members, donors/partners, and external contacts
Demonstrated judgment, discretion, and ability to manage sensitive information appropriately
Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint); comfort learning internal systems and tools
Ability to anticipate needs, be proactive, and follow through reliably with minimal direction
Stakeholder management skills - maintaining strong working relationships and representing leaders well
Ability to work occasional early/late hours based on executive schedules, events, or travel
Ability to regularly work in the office and attend in-person meetings
Ability to communicate effectively via email, chat, phone, and in-person meetings
Requires regular, reliable, and on-time attendance

Credentials and Experience:

3–5+ years of experience providing high-level administrative support to a senior leadership team in a fast-paced environment
Demonstrated experience with complex calendaring, meeting logistics, travel coordination, and document preparation
Project management experience, preferred
Bachelor’s degree, preferred

Why Join the National Inventors Hall of Fame?

Comprehensive Health Coverage: Enjoy top-tier medical, dental, vision, and insurance plans, along with flexible spending accounts to help pay for any out-of-pocket medical expenses
Company-Paid Benefits: NIHF contributes 100% to provide life and disability coverages
Secure Your Future: Benefit from our 401(k) plan with up to a 4% employer match and 100% vesting upon initial contribution, ensuring your financial stability and growth
Generous Time Off: Take advantage of paid time off, paid holidays, and a year-end closure from December 24th through January 1st to recharge
Flexible Work Arrangements: Enjoy alternate workday scheduling and the option for hybrid remote work after 90 days, up to one day per week for the Executive Assistant position, promoting a healthy work-life balance
Additional Support: Access Critical Illness, Hospital, and Accident Supplemental Income plans for extra peace of mind
Pet-Friendly Perks: Protect your furry friends with our pet insurance plans
Stay Fit and Healthy: Utilize our on-site workout facility to maintain your physical well-being
Thriving Work Environment: Be part of a great team environment with ample opportunities for growth and a culture that prioritizes professional development