Executive Assistant - Huntington Library, Art Collections, and Botanical Gardens
The Huntington Library, Art Collections, and Botanical Gardens is a world-class research and educational institution precisely because the dedicated people who bring their exceptional talent and expertise to work everyday make it not just a wonderful place to work, but truly a magnificent treasure for members and visitors.
Department: President’s Office
Classification: Full-Time Regular, Non-Exempt, 37.5 hours
The Executive Assistant (“EA”) to the President provides support to the President and oversees a busy Presidential office. The successful candidate must exercise excellent judgment and display strong organizational abilities in the execution of high-level administrative responsibilities. The EA reports directly to the President and serves as the primary point of contact and liaison to visitors to the President’s office, both internal and external to The Huntington. The EA should have experience working with complex organizations.
The Executive Assistant acts as a representative of the office, interacting with staff and volunteers at all levels, including the donor community, the Board of Trustees and Board of Governors in a cordial, respectful, and welcoming manner. The EA works closely and collaboratively with the Assistant to the President for Special Projects.
The Executive Assistant is responsible for planning and coordinating meetings and special events for the President’s Office, such as luncheons, dinner parties, visits by dignitaries, receptions, and other social events staged at The Huntington, the President’s house, and at off-campus locations. The EA works directly with caterers, Special Events, Security, and other Huntington departments on logistics for events that originate in the President’s Office.
The Executive Assistant is responsible for coordinating the smooth operation and ongoing maintenance of the President’s house.
The EA manages the President’s schedule, including organizing and planning travel, appointments and meetings, as well as reconciling expenses and invoices specific to the office of the President.
The EA prepares and monitors the President’s annual office budget, including discretionary funds, and provides regular updates to the President.
The EA oversees document storage and retrieval system for the President’s Office and the Board of Trustees’ records and archives.
The EA works closely and extensively with the Advancement office to facilitate the President’s fund raising and stewardship activities.
Along with the President’s Assistant for Special Projects, the EA assists the President in planning and organizing Trustee meetings and works with other senior staff members to obtain necessary materials in a timely manner.
The EA acts as liaison with Facilities and Operations in matters related to maintenance and upkeep of the President’s office.
The EA drafts correspondence for the President and executes and distributes all correspondence in a timely manner.
The EA creates presentations and reports for the President using desktop software and graphics.
Other administrative duties as assigned.
Bachelor’s degree required; post-graduate education advantageous.
Knowledge, Skills and Abilities:
Must be able to perform at a high level in a fast-paced setting and enjoy working in a team environment.
Must have strong and up to date technology skills, proficiency in MS Office, particularly Outlook, Word, Excel and PowerPoint.
Must have strong writing and communication skills and experience drafting letters.
Must possess the ability to think strategically.
Must be able to work with a high degree of confidentiality.
Must be able to display tact and appropriate demeanor and judgment with various constituencies.
Must have the ability to perform at the highest degree of accuracy and detail under pressure.
Must have excellent organizational skills and strong follow through abilities.
Must possess the ability to coordinate and delegate tasks.
Must be responsive to work requests and accomplish tasks in a timely manner.
Must be able to manage a very heavy workload successfully and prioritize time independently.
Must be able to work successfully with deadlines and budget constraints.
Must be willing to work occasional nights and weekends for events and presidential activities and functions.
Experience in administrative support at the executive level of 3-5 years.
Experience with fund raising/advancement is desirable.
Office environment. Much of incumbent’s work will be performed on a computer. Extensive contact with others over the telephone, face-to-face discussions and email communication.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of employees in this job.
Please include a cover letter and resume with your online application.
At The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.