About the Role
The Executive Assistant to the President provides direct support to the President and serves as a key member of the President’s Office team. The successful candidate must exercise excellent independent judgment, discretion, and display strong organizational abilities in the execution of high-level administrative responsibilities. The Executive Assistant reports directly to the President and serves as a primary point of contact and liaison to visitors to the President’s office, both internal and external to The Huntington. The Executive Assistant should have experience working within complex organizations and be a collaborative member of the President’s team.
S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach.
The Executive Assistant to the President:
- Works directly with the President of The Huntington.
- Represents the President as the initial point of contact in the President’s office. Liaises with staff, guests, volunteers, the donor community, the Board of Trustees, and the Board of Governors, in a professional, respectful, and welcoming manner.
- Drafts correspondence for the President and responds to inquiries on the Presidents behalf; executes and distributes all correspondence in a timely manner on the Presidents behalf.
- Creates presentations and reports for the President using desktop software, graphics, and PowerPoint and discretion.
- Prepares, tracks, and monitors the President’s annual office and residence budgets (including discretionary funds) and provides regular updates to the President.
- Effectively and accurately manages the President’s schedule.
- Independently coordinates and organizes meetings with the Board of Governors, the Board of Trustees, and the Huntington Leadership Council.
- Determines in their own independent judgment when to interrupt the President or when to and not to put through calls to the President.
- Exercising discretion in determining which calls to put through to the President.
- Serves as a strategic advisor to the President, including providing suggestions to the President.
- Exercises significant discretion and independent judgement in acting on behalf of the President, including completing administrative tasks when the President is away from the office.
- Coordinates meeting agendas and logistics, schedules meetings, records meeting minutes, and reports minutes in an accurate and timely manner.
- Organizes special events for the President’s Office (e.g., luncheons, dinner parties, receptions, and visits by dignitaries) staged at The Huntington, the President’s house, and at off-campus locations. This position works directly and independently with caterers, Special Events, Security, and other Huntington departments regarding logistics for events which originate in the President’s Office.
- Negotiates and collaborates with outside vendors for the events at the President’s house.
- Coordinates operations and maintenance of the on-campus President’s house.
- Works closely and collaboratively with the Director of Special Projects and Institutional Planning and the Special Projects Coordinator, to assist the President in planning and organizing Trustee meetings and works with senior staff members to obtain necessary materials in a timely manner.
- Works closely and extensively with the Advancement Office to facilitate the President’s fundraising and stewardship activities.
- Oversees document storage and retrieval system for the President’s Office and the Board of Trustees’ records and archives.
- Assembles materials for presidential presentations and reports as needed.
- Processes invoices and expense reports specific to the President’s office.
- Exercises authority over other executive assistants and the ability to delegate tasks to other executive assistants.
- Trains and influences the hiring of other executive assistants.
- Other administrative duties as required by the nature of the position.
Candidate Requirements and Experience
Knowledge, Skills, and Abilities:
- Bachelor’s degree required.
- Must possess excellent independent judgment.
- Must take ownership of tasks, anticipate needs, and problem solve.
- Must perform tasks with minimal supervision.
- Must be able to work with a high degree of confidentiality and show discretion.
- Must have exceptional writing and communication skills and experience independently drafting letters.
- Must be able to display tact, appropriate demeanor, and professional judgment with various constituencies, embodying the institution’s values and principles in all interactions, both internal and external.
- Must be able to perform at a high level in a fast-paced setting and work effectively in a team environment.
- Must have strong and up to date technology skills, proficiency in MS Office, particularly Outlook, Word, Excel, and PowerPoint.
- Must be proficient in balancing priorities and multi-tasking.
- Must have the ability to perform calmly with the highest degree of accuracy and attention to detail under pressure.
- Must have excellent organizational skills and strong follow-through abilities
- Must possess the ability to coordinate logistics and needs around events and projects for the President.
- Must be responsive to work requests and accomplish tasks under deadlines
- Must be able to manage a heavy workload successfully and prioritize time independently.
- Must be willing to work occasional nights and weekends for events and presidential activities and functions, usually with advance notice.
- Must have regular and reliable attendance.
- Minimum of five years’ experience in administrative support at the executive level required.
- Experience working with fundraising/advancement is desirable.
- This position requires an onsite presence, primarily in an office environment.
- Involves engagement with various Huntington constituents in person, by telephone, and through email communication.
- Occasional work-related evening events.
Compensation & Benefits
We provide competitive compensation, generous benefits and perks for all eligible employees including:
- Pay Range: $70,000 - $90,000 annually. Negotiable and commensurate on experience.
- Medical, Dental, Vision
- 403(b) basic retirement plan and optional matching retirement plan with an outstanding employer match
- Considerable paid time off, including annual leave, sick leave, and holidays
- Discounts for staff in The Huntington Store and restaurants
- Access to the Museums Council pass, which grants free admission to various museums and cultural institutions
- Free passes each month to welcome family and friends to visit the grounds
The Application Process
Please submit a cover letter and CV/resume as a single PDF attachment.
You will have the opportunity to submit additional documents on the “My Experience” section of the application.