Reports to: President
FLSA Status: Exempt
Salary: $85 – $90K/annually, commensurate with experience
About the Vilcek Foundation
What We Do
The Vilcek Foundation raises awareness of immigrant contributions in the United States and fosters appreciation of the arts and sciences.
Who We Are
The foundation was established in 2000 by Jan and Marica Vilcek, immigrants from the former Czechoslovakia. Our mission was inspired by the couple’s respective careers in biomedical science and art history, as well as their personal experiences and appreciation for the opportunities offered to them as newcomers to the United States.
Responsibilities
The Executive Assistant will provide high-level administrative support to the Vilcek Foundation President.
Administrative Support for the President:
- Provide administrative support to Vilcek Foundation President Rick Kinsel,
- Assist with board meetings, including presentations, agenda,fiscal reporting, and meeting minutes.
- Maintain general records and files including founding documents and fiscal records.
- Schedule and confirm appointments and travel for senior management.
- Organize and update contacts, reimbursements, take and respond to phone messages, read and respond to email as needed.
- Prepare presentations, printed materials and conduct research to prepare for meetings with Vilcek Foundation affiliates.
- Manage regularly scheduled staff meeting agendas.
- Assist with drafting correspondence and copyediting as needed.
- Coordinate schedules, travel and accommodations for Vilcek Foundation executive staff.
- Schedule inter-office meetings.
General Administrative, Programmatic, and Facility Support:
- Provide administrative support for all Foundation initiatives including the art collections, prizes, exhibitions, grants, and events.
- Maintain a neat and orderly third floor supply room, and fourth floor supply closet weekly. Inform Registrar and Manager of Collections, Exhibitions, Facilities when a reorder of office supplies, stamps/postage, and other office materials are needed.
- Assist as required with writing, research, correspondence, purchasing, facilities management and facilities upkeep.
- Assist with facility vendor oversight as directed by Registrar and Manager of Collections, Exhibitions, Facilities.
- Database management, including maintaining current contact and organizational records, preparing mailing lists, guest lists, etc.
- Maintain expense and budget reports.
- Coordinate mailing lists and distribution of press releases, flyers, brochures, catalogues, and other campaigns.
- Provide support Foundation events as needed.
Other General Requirements:
- All staff members are expected to provide general support to the President as needed.
- All staff members are expected to help greet visitors as needed.
- All staff members are expected to ensure that all correspondence sent from the Foundation is handled in a professional and accurate manner.
- All staff members are expected to perform additional duties as assigned.
- Maintaining a convivial atmosphere and cooperative spirit at the workplace is highly desirable.
- All staff members are expected to maintain up-to-date contact and organizational records in Salesforce.
Physical Requirements
This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with staff, access files, and restock office equipment as needed. The Vilcek Foundation is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.
Skills and Requirements
- BA or BS (in hand or in process, or four years of relevant experience) in a related field.
- The applicant must be authorized to work in the United States.
- The ideal candidate should have prior administrative experience and excellent oral and written communication skills.
- Outstanding organizational skills.
- The position requires a person who is well organized, detail-oriented, and self-motivated.
- Candidate must have outstanding interpersonal skills, a professional courteous manager, and comfort interacting with the public.
- Willingness to work beyond working hours for events, or otherwise required.
- Detailed knowledge of computers and facilities with applications such as Word, Excel, PowerPoint, Outlook, FileMaker, Keynote, Salesforce, Mac OS, Internet navigation/search functions, and calendar and database programs is essential.
- The position requires the ability to work independently and within a team environment. A strong passion for the Vilcek Foundation’s mission is ideal.
- The Vilcek Foundation reserves the right to change job descriptions. While this job description is intended to include essential duties, it is conceivable that job duties may change before the job description is officially revised.
Our Benefits
- Employer-paid health insurance
- Dental & Vision Reimbursement Plan
- Flexible Spending Account
- Tuition & Student Loan Reimbursement
- 401k and Employer Match
- Generous Vacation
- Free lunch on Friday
- Life Insurance
- Paid Holidays
- Professional Development
Compensation
Annual salary $85,000 to $90,000, commensurate with experience.
How to apply
Please email your cover letter and resume as a single PDF to humanresources@vilcek.org.
The Vilcek Foundation is an equal opportunity employer. In accordance with anti-discrimination law, it is the purpose of this policy to effectuate these principles and mandates. The Vilcek Foundation prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, sex, religion, national origin, age, sexual orientation, physical ability and neurodiversity status, ethnicity, gender identity or expression, marital status, pregnancy/parenthood/familial status, domestic partnership status, genetic predisposition or carrier status, military status or any other characteristic protected by law. The foundation conforms to the spirit as well as to the letter of all applicable laws and regulations.