Executive Assistant

Position: Executive Assistant

Location: Ohio History Center (Columbus, OH)

Salary: $25/hr ($52,000/yr)

Benefits: Full Benefits including medical, dental, vision insurance, paid time off and holiday, public retirement pension

Position Summary:

The Executive Assistant supports the Chief Historic Sites Officer (CHSO) who is responsible for the strategic planning and operation of Ohio History Connection's museum and historic sites system across the state of Ohio, including the Hopewell Ceremonial Earthworks UNESCO World Heritage Site.

In addition to supporting the CHSO, the Executive Assistant provides administrative support to the Division Directors reporting to the CHSO. This role will coordinate and manage executive scheduling and prepare and organize important strategic materials and plans. This role serves as the eyes and ears for the CHSO, connecting organizations, projects, and critical business information to the CHSO, ensuring meetings and materials are efficient and effective and serves as a trusted partner. The Executive Assistant interacts seamlessly and with a professional demeanor across a broad range of individuals including members of the OHIO Forum (Senior Management Team), site manager and partners, American Indian Tribal Nations representatives, and leaders who report to the CHSO. To perform this job successfully, the individual meets expectations to handle highly sensitive and confidential institutional information while exercising professionalism and discretion.

Essential Functions:

• Coordinates portfolio of projects assigned by the CHSO
• Assists the CHSO in preparing for meetings with research, documentation, and presentation materials. Schedules all meetings. Provides relevant details and materials to participants. Takes and prepares minutes for meetings
• Responsible for maintaining the CHSO's calendar and making travel arrangements
• Supports the leaders who report to the CHSO with specific project needs and administrative tasks as assigned
• Works with CHSO, the OHIO Forum, and other critical stakeholders to track institutional strategic plan progress and performance, provide support to teams managing strategic projects, and directly manage strategic projects when necessary
• Tracks project metrics and updates goals across short- and long-term projects
• Develops and oversees filing and retention schedule/process for Historic Sites area
• Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines
• Provides direction and manages scope for committees related to Historic Sites and Museums
• Responsible for assisting with state capital budget allocations
• Manages and ensures payment for all utility accounts, real estate transactions and property taxes

Required Education & Experience:

5 - 7 years of relevant project management and administrative experience - or - equivalent combination of relevant training and experience is required

Desired Skills & Experience

• Experience in project creation and implementation
• Basic project management processes
• Skilled at communicating with staff, partners, and the public both orally and in writing
• Excellent presentation skills
• Experienced in protocols for communicating with leaders of Tribal nations
• Familiarity with budgets, ability to understand allocation of revenues and expenses
• Proficiency in various office software and virtual platform including but not limited to Microsoft 365
• Effective organizational skills, including attention to detail, prioritizing and managing multiple tasks for yourself, and being accountable to the organization for said tasks
• Familiarity with construction contracts and/or real estate documents and transactions a plus
• Experience with the Ohio Department of Administrative Services (DAS), Ohio Office of Budget and Management (OBM), and/or the Ohio Facility Construction Commission (OFCC) a plus

To apply:

Submit resume and cover letter through the Ohio History Connection at https://www.applicantpro.com/openings/ohiohistory/jobs. For questions or accommodations requests, please email applicant@ohiohistory.org or call 614-297-2320.

Please apply by close of business, Friday, April 19, 2024.

Ohio History Connection is an equal opportunity employer.

All prospective employees are required to undergo a fingerprint background check processed by the Ohio Bureau of Criminal Investigation & Identification (BCI) in accordance with the Volunteer Children's Act. Additionally, prospective employees will also submit to a drug test. Both will occur after the offer of employment is accepted. The results of the background check and drug test are not immediate disqualifiers to employment and are reviewed in accordance with Ohio History Connection policies and procedures. Inquiries must be directed to the Human Resources Director at 614-297-2390 or via email at applicant@ohiohistory.org.