Massachusetts Historical Society

1154 Boylston Street
Boston, MA 02215
www.masshist.org
thamond@masshist.org

Date Posted:
January 04, 2019

Region:
Eastern Massachusetts

Category:
Administrative

Type:
Full-Time

Executive Assistant to the President

Description:
ABOUT THE MHS
Founded in 1791, the Massachusetts Historical Society is an invaluable resource for American history, life, and culture. Its extraordinary collections tell the story of America through millions of rare and unique documents, artifacts, and irreplaceable national treasures.
As the nation’s first historical society, the MHS strives to enhance the understanding of our nation’s past and its connection to the present, demonstrating that history is not just a series of events that happened to individuals long ago but is integral to the fabric of our daily lives. Its collections are accessible to anyone with an interest in American history. Beyond research, the MHS offers many ways for the public to enjoy its collections including engaging programs, thought-provoking exhibitions, publications, seminars, and teacher workshops. Please visit www.masshist.org for more information.
Purpose: The Executive Assistant provides clerical and administrative support to the President, ensuring the Office of the President runs efficiently and with a high level of professionalism. This position also provides clerical and administrative support to the Chair of the Board of Trustees, Trustees, and other departments on an as-needed basis.
Reporting Relationships: This position reports to the President.Supervisory Responsibility: None
MAJOR RESPONSIBILITIES
Provides hands-on coordination of all aspects of the President’s office to maximize efficiency and free up the President to focus on the Society’s priorities. Specific activities include but are not limited to:
* Maintaining the President’s calendar, meeting schedule, and relevant agendas
* Typing and disseminating correspondence and reports
* Screening telephone calls and handling as appropriate
* Making travel arrangements
* Submitting expense reports
* Maintaining accurate records, electronic and hard copy as appropriate
* Logging the President’s external relations actions into the donor database
Provides clerical and administrative support to the Chair of the Board of Trustees and the Trustees. Specific activities include but are not limited to:
* Scheduling Trustee, Overseer and Committee Meetings as needed
* Arranging all aspects of Trustee and Overseers Meetings including preparing agenda, collecting, compiling, and mailing meeting packets, tracking attendance, coordinating catering arrangements, etc.
* Taking and editing meeting minutes at Trustee, Overseer, Governance Committee Meetings
* Maintaining the overall annual Committee meeting calendar and member list
* Updating the Trustee and Overseer Handbook and maintaining the Trustees’ web page
Serves as the manager of the Fellows Committee. Specific activities include but are not limited to:
* Oversees the nomination, election, and notification process for MHS Fellows
* Implements the notification and renewal correspondence for MHS Fellows
* Manages the Fellows Committee Meetings, including scheduling and meeting minutes
Provides clerical and administrative support to other departments on an as needed basis including but not limited to:
* Plan bi-monthly All-Staff Meetings
* Assisting with special events sponsored by the Development department
KEY CONTACTS
External – Chair of the Board, Trustees, and Overseers, all contacts of the PresidentInternal – Managers and all employee
Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
The Massachusetts Historical Society is committed to building a culturally diverse staff and is an Equal Opportunity Employer offering a competitive benefits package and salary commensurate with experience.
Qualifications:
EDUCATION
* Bachelor’s Degree or equivalent experience
EXPERIENCE
* Minimum of 10 years’ experience as an assistant to the top executive, preferably in a nonprofit organization
* Experience working with a board of trustees or directors
* Demonstrated success working in a fast-paced office with a multi-faceted workload and frequently changing priorities
SKILLS
* Ability to represent the Office of the President with strong interpersonal skills and professionalism to diverse constituents, internally and externally
* Excellent verbal and written communication skills
* Strong planning and organization skills with ability to prioritize, pivot, and multi-task
* High level of initiative and ability to anticipate the workflow needs of the President
* Ability to display good judgment with a high level of discretion and confidentiality
* Effective analytical and problem-solving skills
* Proficiency in Microsoft Office Suite and Google Suite
* Ability to learn and operate basic data entry within Raiser’s Edge donor database
How To Apply:
To apply, please email cover letter and resume under the subject line “Executive Assistant to the President” to mnguyen@masshist.org. No phone calls please.
Apply by:
February 28, 2019
About this Organization:
The Massachusetts Historical Society is an independent research library that collects, preserves, makes accessible, and communicates manuscripts and other materials in order to promote the study of the history of Massachusetts and the nation - a mission it has pursued since 1791.