Executive Assistant to Chief Organizational Advancement Officer

Summary

The Executive Assistant supports the Chief Organizational Advancement Officer (COAO) who leads the shared services for the Ohio History Connection's historic sites, museums, and programs. These areas include Marketing and Development, Facilities and Major Projects, Operations and Government Relations. This role also provides administrative support to the Division Directors reporting to the COAO, coordinates and manages executive scheduling, and prepares and organizes important strategic materials and plans.

The Executive Assistant serves as the eyes and ears for the COAO, connecting organizations, projects, and critical business information, ensuring meetings and materials are efficient and effective, and acts as a trusted partner. The role interacts seamlessly and professionally across a broad range of individuals, including Senior Management Team members, donors, members, and leaders reporting to the CHSO. It requires handling highly sensitive and confidential institutional information with professionalism and discretion.

• Coordinates portfolio of projects assigned by the COAO
• Assists the COAO in preparing for meetings with research, documentation, and presentation materials; schedules all meetings, provides relevant details and materials to participants, and takes and prepares minutes for meetings
• Responsible for maintaining the COAO's calendar and making travel arrangements
• Supports the leaders who report to the COAO with specific project needs and administrative tasks as assigned
• Works with COAO, 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, balances conflicting priorities to manage workflow, ensures completion of essential projects, meets critical deadlines, and supports financial operations under the director of the COAO, including state capital budget tracking and reporting and ensuring timely payment of expenses

• Associate's degree
• 5–7 years of relevant project management and administrative experience, or an equivalent combination of relevant training and 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
• Familiarity with budgets and the ability to understand allocation of revenues and expenses
• Proficiency in various office software and virtual platforms including Microsoft 365
• Effective organizational skills, including attention to detail, prioritizing and managing multiple tasks, and accountability to the organization
• 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

• Can locate and use resources to get things done, use resources effectively and efficiently, and arrange information in a useful manner
• Assumes accountability of role and responsibilities; anticipates the needs of others
• Able to process information consistently, simultaneously displaying adaptability when necessary
• Engages and collaborates with a variety of internal and external colleagues and stakeholders, taking ownership of the process when appropriate
• Sound judgment and the ability to make reasonable decisions in the absence of direction
• Discreet and prudent in discerning confidentiality

Employee works in an office environment, with an option for a hybrid remote schedule at the discretion of the COAO. Typical office distractions may include coworkers passing by workspace, conversations, ringing phones, and other environmental noises. Evenings and weekends may be required with advanced notice. Infrequent travel to sites and events.

Requires periods of prolonged sitting at a desk or workspace, ability to…