Executive Assistant - Board & Director Liaison

VetJobs; Virginia Beach (VA); On-site; USD 30,000 - 45,000; Full time

Job summary

VetJobs in Virginia Beach, VA is seeking a full-time Executive Assistant to provide high-level administrative and logistical support to the Museum’s Director, senior staff, and the Chairman of the Board. You will coordinate between the director and board, prepare agendas, and ensure timely distribution of board packets.

This role requires discretion, professionalism, and the ability to manage sensitive information while maintaining accurate minutes, governance records, and donor acknowledgments

Qualifications

• Proven administrative or executive assistant experience, preferably supporting senior leadership or a board.
• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms.
• High level of professionalism, discretion, and interpersonal skills.
• Work independently with initiative and good judgment.

Responsibilities

• Administrative Support - provide routine admin support to the Museum’s Director
• Communication Liaison – Serve as the primary point of contact between board members and the museum’s staff; draft and distribute official correspondence. Assists onboarding of incoming board members.
• Board Meeting Coordination – Schedule meetings, prepare agendas in collaboration with leadership, compile and distribute board packets, and arrange meeting logistics (in-person or virtual).
• Recordkeeping – Maintain accurate minutes of board and committee meetings, track action items, and ensure compliance with organizational bylaws and legal requirements.
• Document Management – Organize and maintain board records, policies, and governance documents in secure and accessible formats.
• Museum Donation Tracking – Utilize the Museum’s Database software to keep accurate records of donations and grants to the museum from various revenue streams. Send acknowledgments to all donors in a timely fashion.

Skills

Administrative support experience

Organizational skills

Written and verbal communication

MS Office & Google Workspace

Discretion & professionalism

Independent work & judgment

Education

Associates degree

Tools

Microsoft Office Suite

Google Workspace

Virtual meeting platforms

Job description

VetJobs in Virginia Beach, VA is seeking a full-time Executive Assistant to provide high-level administrative and logistical support to the Museum’s Director, senior staff, and the Chairman of the Board. You will coordinate between the director and board, prepare agendas, and ensure timely distribution of board packets.

This role requires discretion, professionalism, and the ability to manage sensitive information while maintaining accurate minutes, governance records, and donor acknowledgments