Executive Administrator

Virginia Living Museum, Inc.; Newport News, Northern (VA, KY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Retirement plan (401(k))

Paid time off

Job summary

Virginia Living Museum is seeking an Executive Administrator to provide high-level administrative support to the Executive Director, Board of Trustees, and senior staff. The role emphasizes communication, calendar management, and cross-department collaboration to advance the Museum’s strategic initiatives.

Ideal candidates will have excellent written and verbal communication, strong organizational and analytical skills, and the ability to work independently while maintaining discretion with

Qualifications

• Excellent verbal and written communication skills.
• Excellent analytical and research skills with ability to interpret and synthesize information accurately.
• Proven track record of success through results-oriented approaches.
• Ability to work independently and manage others as needed.
• Professional relationships built through tact and diplomacy; strong interpersonal skills.
• Discretion handling sensitive information; sound judgment.
• Bachelor’s degree preferred; minimum three years progressive administrative responsibility.

Responsibilities

• Provide high-level administrative support to the Executive Director, Board of Trustees and committees, and senior staff.
• Manage communications and calendar coordination for the Museum Leadership Team.
• Oversee administrative duties related to organizational policies, procedures, and contracts.
• Coordinate with volunteers and interns; support cross-functional initiatives across the Museum.
• Draft letters, memos, invoices, reports, and other documents for senior staff.
• Coordinate and prepare board and committee meetings, agendas, materials, and minutes.

Skills

Communication skills

Organizational skills

Analytical skills

Independent work

Interpersonal skills

Judgment and discretion

Bachelor’s degree preferred

Education

Bachelor’s degree preferred

3+ years administrative experience

Tools

Microsoft Office

Google Workspace

Database software familiarity

Job description

Who We Are

At Virginia Living Museum, we inspire people to discover, care for, and protect the natural world. Home to 1,100+ Virginia native species, we connect with our community through immersive experiences, innovative partnerships, and investments in sustainability.

Accredited by both the Association of Zoos and Aquariums (AZA) and the American Alliance of Museums (AAM), Virginia Living Museum is one of only fifteen institutions in the country to hold both distinctions. Community volunteers outnumber staff by approximately 8:1, extending our reach and strengthening our mission every day.

Our full-time employees enjoy a comprehensive benefits package, including 35 days of paid time off per year (9 holidays, a birthday, 10 vacation days, 12 sick days, and 3 personal days), fully paid life, short-term, and long-term disability insurance, dental coverage, and health insurance costs full or partially subsidized by the Museum. Additional benefits include a Flexible Spending Account (FSA) and the option to participate in a 401(k) retirement plan. Join this dynamic organizational culture to inspire and connect people with the natural world!

The Role

The Executive Administrator is a systems thinker, skilled in project management, and actively engaged and informed about current events at the Museum. Playing a critical role in facilitating communication processes with all stakeholders, the EA maintains full knowledge of the organization and day-to-day operations of the Museum. The EA provides high-level administrative support to the Executive Director, Board of Trustees and Committees, and senior staff. This position’s priorities align with the VLM strategic plan’s three core initiatives: immersive experiences, innovative partnerships, and investments for sustainability. This position reports to the Executive Director.

Qualifications

• Excellent verbal and written communication skills, organizational skills, and attention to detail
• Excellent analytical and research skills, with ability to gather, interpret, and synthesize information accurately and efficiently
• Proven track record of success through results-oriented and goal-driven approaches
• Strong self motivation. Ability to work independently with minimum direction and effectively oversee the work of others
• Proven ability to build professional relationships through tact and diplomacy, excellent oral, written, and interpersonal communication skills
• Demonstrates highly developed judgment, discretion, and ability to handle sensitive or confidential information appropriately
• Bachelor’s degree preferred
• Minimum of three years of progressive responsibility in an administrative role
• Extensive knowledge of office procedures, terminology, and equipment. Proficient with Microsoft Suite and Google Workspace. Familiarity with database software, preferred.

Duties and Responsibilities

Provide support, manage & maintain functions of the Museum Leadership Team and office

• Be a positive enthusiastic ambassador of the Virginia Living Museum, supporting an exceptional guest experience through professional administrative excellence and communications
• Optimize the Executive Director’s calendar by reviewing and routing correspondence, gathering and analyzing information, and handling communications
• Perform complex, diverse, and confidential administrative duties related to organizational policies and procedures
• Collaborate on and support Museum wide initiatives
• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff
• Facilitate project progress by managing tasks or delegating to appropriate team members, actively driving results
• Manage the Executive Director’s schedule, including maintaining a calendar of appointments, meetings, and travel arrangements
• Prepare, organize, and distribute timely Museum materials including leadership and All Staff meeting agendas and minutes, policy manuals and forms, Master Naming list, and accreditation documents for AAM & AZA, including mailing and follow up
• Ensure all Museum insurance & contracts are compliant with organizational policies and meet financial objectives
• Oversee and administer special projects assigned by the Executive Director, ensuring successful completion
• Integrate volunteers and interns into workflows, providing clear guidance and ensuring a positive, meaningful experience

Provide administrative support to the Board of Trustees/Advisors and Endowment Committees

• Coordinate, arrange, and prepare agendas, materials, and minutes for the Board of Trustees meetings and the Annual Meeting of the Corporation, to ensure smooth and efficient proceedings
• Oversee the planning and execution of Board & Committee meetings, including coordinating catering and arrangements, and setup

Requirements

• Ability to work occasional evenings/weekends
• Must be able to hear and speak clearly to effectively communication with team members, guests, Board Members, and stakeholders
• Physical requirements include medium work:
• Exert up to 40 pounds of force occasionally
• Exert up to 30 pounds of force frequently
• Exert up to 10 pounds of force constantly to move objects
• Must be able stand for extended periods of time and move about on foot to accomplish tasks
• Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions
• Must have close visual acuity to perform activities including, but not limited to, preparing and analyzing data, transcribing, viewing a computer, and extensive reading

Supervision Exercised: High indirect authority