Executive Coordinator Presidents Office and Programs

American Antiquarian Society; Worcester (MA); On-site; Full time

Job summary

An established industry player is seeking a dynamic Executive Coordinator for its President's Office. This full-time position involves managing schedules, organizing meetings, and supporting fellowship programs. The ideal candidate will have excellent communication and organizational skills, thrive in a collaborative environment, and possess at least 5 years of relevant experience. You'll play a crucial role in facilitating the Society's mission of fostering a deeper understanding of American history through its extensive resources. If you're passionate about administrative excellence and community engagement, this opportunity is perfect for you.

Benefits

Vacation and Sick Time

Paid Holidays

Employer-Sponsored Health Insurance

Life Insurance

Disability Coverage

Retirement Plans with Employer Match

Qualifications

• 5+ years of related experience in administrative roles.
• Strong communication and organizational skills are essential.

Responsibilities

• Manage the President's calendar and travel arrangements.
• Coordinate fellowship selection committees and support their needs.

Skills

Verbal Communication

Written Communication

Interpersonal Skills

Organizational Skills

Time Management

Attention to Detail

Customer Service

Education

High School Diploma/GED

5+ years related experience

Tools

Microsoft Office Suite

Zoom

YouTube

Job description

Executive Coordinator, President's Office and Programs

Department: President's Office/Programs

Reports To: President and VP for Academic & Public Programs

FTE: Full-time, Non-exempt, 35 hours/week

Salary: $24.00 – 27.00/hour

Location: Worcester, MA

Start date: As soon as possible

Deadline to apply: Applications accepted on a rolling basis and will be listed until filled

Organization Description: The American Antiquarian Society (AAS) cultivates a deeper understanding of the American past, grounded in its ever-growing collection of printed and manuscript sources. The Society fosters a broad community of inquiry through inclusive programs and generous support of scholarship. A national research library and learned society founded in 1812 by Revolutionary War patriot and printer Isaiah Thomas, AAS is located in Worcester, Massachusetts. The AAS library today houses the largest and most accessible collection of books, pamphlets, broadsides, newspapers, periodicals, children's literature, music, and graphic arts material printed before the twentieth century in what is now the United States, as well as manuscripts and a substantial collection of secondary texts, bibliographies, and digital resources and reference works.

Website: https://www.americanantiquaria...

We are seeking a seasoned administrative professional with strong communication skills, who thrives on being organized and collaborating with others. Reporting to both the AAS President and the Vice President for Academic & Public Programs, this is intended to be a full-time, on-site position with occasional nights and weekends, planned with advance notice.

Duties/Responsibilities

Executive Coordinator to the President/Secretary to the Council (governing board)

• Manage the President's calendar and travel arrangements.
• Schedule and organize group meetings, including with external stakeholders (council, community partners, etc).
• Draft or edit correspondence.
• Manage President's travel receipts and reimbursements.
• Take minutes for various meetings and save/file documentation as directed.
• Support President's meetings by helping prepare and distribute documents and agendas.
• Enter contacts and other relevant information into CRM (Raisers Edge) and coordinate with Advancement team.
• Handle logistics and catering for meetings and events, working with Advancement and Programs, as needed.

Programs Coordinator (Programs)

• Coordinate and support fellowship selection committees (scheduling, communications).
• Coordinate financial arrangements and forms between fellows and AAS accounting team.
• Ensure a smooth and positive experience for all fellows completing research at AAS.
• Schedule fellow presentations.
• Manage housing calendar for three guest residences, mostly associated with the fellowship program.
• Work with AAS's Buildings & Grounds department to keep residences welcoming and maintained.
• Key contact or liaison for housing supplies, external cleaning contractor, and amenities (cable/internet).

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and collaboration skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to interact with residents and program participants in a friendly, accommodating manner.
• Proficient with Windows, Microsoft Office Suite, Zoom, YouTube, and/or related software.
• Ability to read, understand, speak, and write in Standard English; ability to communicate effectively in English with individuals in person, over the telephone, and via the printed word.

Education/Experience

• 5+ years related experience
• High School Diploma/GED or higher
  • Or an equivalent combination of education and experience

Physical Demands/Work Environment

• Prolonged periods of standing, walking, and sitting.
• Occasional periods of climbing or balancing, pulling/pushing items/hand trucks, lifting/carrying items weighing up to approximately thirty pounds, and reaching with arms and hands.
• The use of hands for basic grasping/manipulation, fine manipulation, occasional reaching, stooping, bending, kneeling, crouching, and keyboarding.
• Physical duties are subject to change.
• May be exposed to dust, mold, and/or other organic material. Hazards are considered minor and controllable.

Benefits

Examples of benefits for full-time staff are vacation, sick and personal time, as well as ~12 paid holidays, your birthday off and paid full-office closure for approx. one week in December. We also have employer-sponsored health insurance, life insurance, disability coverage, and retirement plans that include employer match, among other benefits.

Equal Opportunity Employer

As an equal opportunity employer, we are committed to equal employment and promotion opportunity regardless of ability, age, ethnicity, gender, gender identity, marital status, national origin, race, religion, sexual orientation, or veteran status.

A successful candidate will demonstrate the ways in which they bring value to and will work towards supporting a broadly diverse community.

Finalists will be asked for references at a later stage and will be subject to a criminal background check due to the nature of this role.

For questions on this position, please contact careers[at]mwa.org. Please do not submit applications to this address.