Executive Assistant to the Executive Director

The Society of the Cincinnati is seeking a qualified professional to serve as Executive Assistant to the Executive Director of the Society of the Cincinnati, Inc.

The Executive Assistant is a full-time exempt position reporting directly to the Executive Director of the Society of the Cincinnati, Inc. (hereafter the “Director”). The position represents the Director to a broad range of staff, members, donors, board directors and officers, dignitaries, vendors, and the general public, serving both as an ambassador for the Society of the Cincinnati and its American Revolution Institute as well as a key administrative assistant for the organization.

The Executive Assistant is responsible for the coordination of administrative activities and functions, along with logistics support within the Director’s office, handling duties while also reporting back proactively to the Director. This will include gaining a thorough knowledge of the Society’s practices, policies, and procedures. They will also assist the Director of Finance as and when necessary. They will also be engaged with special events and programs related to the Society and the Institute, particularly during the General Society meeting weekends. The position will utilize strong administrative, organizational, and diplomatic skills as well as teamwork on tasks, projects, and initiatives that further the Society’s mission and goals.

The Executive Assistant will also provide support when needed to the Society’s President General (i.e. board chair) and other General Officers.

Essential Duties

Utilizes sound independent judgment to perform a wide variety of senior level, time sensitive, and often confidential tasks requiring a great degree of responsibility, initiative, accuracy, diplomacy, discretion, tact, and personal judgment.

Serves as the “face” of the executive office when the Director is not available, maintaining discretion and confidentiality while striving for excellence in customer service. Handles administrative office functions while assisting the executive offices for responsive contact with donors, board directors, Society and Institute members, Society staff, and institutional partners. Utilizes sound independent judgment to attend to matters when the Director is away from the office.

Overall duties fall into the following broad categories:

Administrative & Office Management
Provides support and manages departmental administrative duties. Helps establish and maintain a variety of office procedures and daily operations, including photocopying, filing, check requests, expense reports, overnight deliveries, answering telephones, routing invoices, and reviewing daily mail to the Director.

Coordinates calendar and letter preparation, schedules appointments and meetings, prepares reports, provides logistical support for meetings and gatherings, and coordinates travel arrangements and reservations.

Serves as a primary point of contact for executive correspondence, calls, and emails, providing timely response and utilizing good judgment to delegate on behalf of the executive director to appropriate staff all of those inquiries/issues not requiring the Director’s attention; ensures appropriate coordination and follow up.

Work closely with the Development office to manage the Director’s communication with Society and Institute members, donors, and support groups. Acts as liaison between departments to facilitate communication; creates and compiles handouts, itineraries, monthly reports, mailings, and packets for the executive office, including those for Board and Executive Committee meetings; and provides project support.

Manages office budget (Director’s office) to include coding invoices and receipts, reconciling credit card statements, and preparing monthly expense reports.

Assists with the preparation of the annual budget of the Director’s office. Works with the Director of Finance to provide information and to resolve any questions/issues related to annual budgets and ongoing expense management.

Meetings & Events
Arranges and coordinates logistics for business and social meetings for the Director’s office; secures space and refreshments, and ensures the Director is prepared for upcoming meetings and appointments by assembling necessary materials; and takes meeting notes as required.

Provides onsite support for events, special tours, and programs as needed, especially during the General Society spring and fall Executive Committee and Board meetings, special donor/staff events, and onsite meetings. Works with staff and volunteers across the organization to coordinate events, meetings, and VIP visits. Includes managing the schedule and logistics for visiting VIPs and guests of the Director and the Development office, as well as making necessary reservations and arranging tours with appropriate staff.

Other Duties
Undertakes other duties, tasks or special projects as assigned by the Director.

Qualifications and Education Requirements

  1. Minimum of three to five years of previous administrative experience required as well as demonstrated prior executive level support.
  2. Bachelor’s degree required.
  3. Ability to exercise confidentiality, discretion, diplomacy, and good judgment.
  4. Ability to take initiative and work independently using anticipatory problem solving skills.
  5. Professional presentation and excellent approachability/social skills required.
  6. Excellent organization skills, close attention to detail, and responsive, prompt follow-up required.
  7. Ability to perform administrative and clerical support functions independently.
  8. Excellent verbal and written communication skills; knowledge of good grammar, spelling, punctuation, and appropriate formats, style, and accuracy in the preparation and review of correspondence, meeting materials, and minutes.
  9. Strong computer skills (must be adept at all Microsoft Office applications and tools). Fundraising software experience is a plus, especially knowledge of Raiser’s Edge.
  10. Must exhibit flexibility, teamwork, reliability, and multitasking in a fast-paced environment.
  11. Availability for occasional work during non-traditional hours (weekends, holidays, and evenings) but especially leading up to and during the two annual General Society weekends each spring and fall.
  12. Appreciation for the mission of the Society and its Institute as well as appreciation for early American history.
  13. Knowledge and/or fluency of other languages (especially French) is a plus.

Compensation and How to Apply

This is a full-time professional position based at Anderson House, the Washington, D.C., National Historic Landmark headquarters of the Society of the Cincinnati and the home of its American Revolution Institute. Occasional remote work is a possibility, but this is not a remote position. The position will involve occasional evening and weekend hours, and may involve occasional travel outside the Washington area.

This position carries a salary in the range of $55,000-$65,000, negotiable depending on qualifications and experience. Our competitive benefits program includes paid annual and sick leave, health insurance, 401(k) plan participation, and a monthly commuting stipend.

To apply, send a resume and cover letter (including mention of where you learned about this opening) to Andy Morse, Executive Director of the Society of the Cincinnati, at headquarters@societyofthecincinnati.org.

Posted November 8, 2022.