Title: Executive Assistant to the President

Department: Administration

Reports to: President

Supervises: None

FTE/FSLA/Hours: Part-time non-exempt; approx. 20 hours per week, ideally at least 4 days per week (M-F between 9-5)

Compensation: $22/hour to $25/hour, depending on experience

Location: Worcester, Massachusetts

Term: Permanent

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

Start date: As soon as possible but not later than Sept 6, 2022

Organization Description: The American Antiquarian Society, founded in 1812, is a learned society and national research library dedicated to collecting, preserving, and providing access to the printed record of the United States through 1900. The Society’s collections are used by scholars, students, creative and performing artists, writers, and researchers in many fields studying and working with American history and culture. The Society is committed to diversity, equity, and inclusion at all levels of the institution, as expressed in Inclusion, Diversity, Equity, and Accessibility: a statement from the Council and Staff of the American Antiquarian Society.

Website: https://www.americanantiquarian.org/

Position Purpose:
Reporting to the President, the Executive Assistant will support both the President and the AAS Council (governing board). In particular, the assistant will handle scheduling, travel arrangements, and meeting logistics, preparation of correspondence and meeting materials, and related duties. The ideal candidate will be responsible and self-motivated, thriving on detail-oriented work. An interest in American history, broadly defined, is a plus.

Responsibilities:

  • Managing the President's calendar and travel arrangements
  • Schedule and organize group meetings, including with external stakeholders (council, community partners, etc).
  • Handle logistics and catering for meetings
  • Drafting or editing correspondence
  • Manage President's travel receipts and reimbursements
  • Processing incoming mail including checks for accounting & development teams
  • Take minutes for 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

    Skills & Experience

    • At least 2 years of work experience in an executive support role, ideally in a nonprofit
    • Commitment to discretion and confidentiality
    • Accuracy and attention to detail
    • Experience working independently and managing multiple deadlines
    • Customer-service experience or orientation; demonstrated ability to work with diverse stakeholders, both internal and external.
    • Strong knowledge of Microsoft products (Word, Excel, Outlook); comfort with learning new software.
    • Demonstrated commitment to principles of diversity, equity, inclusion and access in their daily work
    • Interest in early American history a plus

    Travel: n/a

    Minimum Education: High School Diploma

    Language Skills: 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.

    Physical Demands & Work Environment:

    Duties require periods of standing, walking, and sitting. Vision and hearing at or correctable to “normal ranges.” Other physical tasks include use of hands for basic grasping/manipulation, use of hands for fine manipulation, occasional reaching, stooping, bending, kneeling, crouching, and keyboarding. Physical duties are subject to change.

    Most duties are performed indoors in an office environment with artificial light and cool, thermostatically controlled temperatures. The noise level is low. May be exposed to dust, mold, and/or other organic material or other irritants. Hazards are considered minor and controllable.

    COVID-19: All staff are required to be vaccinated against COVID-19 unless an accommodation has been granted.

    Hours: AAS is open M-F, 9-5 pm: This position is part-time and we are open to schedules between 18-22 hours per week. Ideally this person would work at least 4 days during the week and there is flexibility on the hours.


    Compensation and Benefits:

    The range for this position is between $22-$25 per hour and depends on candidate's experience.

    Part-time staff receive generous time off including sick time, personal time, vacation time and holiday time. We also are closed for one week every December, with full pay.

    How to apply:

    Please submit a résumé and cover letter through our online platform here. Finalists will be asked for two references. Your cover letter will serve as a writing sample.

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

    Equal Opportunity Employment:
    As an equal opportunity employer, we value diversity, equity, and inclusion. 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.