Executive Assistant to the President and COO

NATIONAL UNDERGROUND RAILROAD FREEDOM CENTER

Key Responsibilities:

• Assist with the President and COO's time management, including calendar management, handling internal and external meeting logistics, and managing business travel arrangements.
• Prioritize and coordinate meeting schedules, ensuring efficient use of time and resources.
• Prepare and organize materials for meetings, presentations, and conferences.
• Maintain contract database, record retention, and utilization of standard templates for contracts.
• Act as a liaison between the executives and internal/external stakeholders, exercising diplomacy and professionalism in all communications.
• Maintain the highest standards of discretion and judgement.

2. Board of Directors Administrative Support:

• Act as the primary point of contact for Board of Directors' officers, committee chairs and members, maintaining open lines of communication and coordinating timely responses to inquiries.
Coordinate administrative requirements and logistics for Board meetings, including scheduling, preparing board packages
• - agendas, distributing materials, and arranging catering.
• Maintain accurate records of Board meetings, minutes, resolutions, and decisions.
• Assist in the preparation of Board presentations and reports.

3. Administrative Support:

• Assist the President and COO in financial tasks such as expense reporting, corporate card reconciliations.
• Handle confidential and sensitive information with discretion.
• Assist the senior leadership team on various projects and initiatives aligned with strategic priorities based on COO’s instruction.
• Manage parking voucher procurement and distribution process, in collaboration with HR.
• Assist the President and COO and Philanthropy Team with donor cultivation and stewardship, as appropriate.

4. Communication and Correspondence:

• Manage assigned communications on behalf of the President and COO, ensuring that emails, letters, memos, and other correspondence are clear, accurate, timely, and professionally written.
• Screen and prioritize incoming calls and mail, directing them to the appropriate parties.

5. Additional:

• Participate in special projects and initiatives led by the President and COO, which may involve research, data analysis, and coordination with cross-functional teams.
• NURFC admission voucher donation system, obtain requests, determine mission driven donations to be given, prepare donation letters, and send vouchers.
• Other duties as assigned by the President and COO.

Qualifications:

• Bachelor's degree in business administration, or a related field preferred.
• Proven experience (10 years) as an executive assistant supporting C-level executives or senior leaders.
• Strong proficiency in office software tools, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and virtual collaboration platforms.
• Excellent organizational and time-management skills, with the ability to prioritize tasks effectively.
• Exceptional verbal and written communication skills, including professional correspondence.
• Previous experience with Board of Directors or Trustees coordination or governance is highly advantageous.
• High level of integrity and ability to handle confidential information with utmost discretion.
• Experience in financial tasks, budget tracking, and basic financial analysis is a plus.
• Strong attention to detail and accuracy in work.