About this role
Executive Assistant, Virginia Beach VA
Job Description: A full-time position, the Executive Assistant provides high-level administrative, logistical, and communication support to the Museum’s Director and senior Staff as well as the Chairman of the Board, and its committees. This role requires smooth coordination between the Museum Director and Board activities, accurate recordkeeping, and effective communication between board members, leadership, and stakeholders. The position requires discretion, professionalism, and the ability to manage sensitive information.
Additional Qualifications/Responsibilities: 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. Key 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.