Executive Assistant

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The Executive Assistant serves as a trusted partner and extension of the executive leadership team at the Andrew Jackson Foundation. This role provides high-level administrative, organizational, and operational support to ensure the effectiveness, efficiency, and coordination of executive leadership, Board relations, and institutional priorities.

The Executive Assistant exercises sound judgement, discretion, and initiative while managing complex scheduled, confidential information, and cross-departmental coordination. The role requires exceptional organizational skills, proactive problem-solving, and the ability to anticipate needs in a fast-paced, mission-driven environment.

Executive & Administrative Support

• Serve as primary administrative partner to executive leadership, supporting daily operations and strategic priorities.
• Manage complex executive calendars, schedule meetings, prepare agendas, and coordinate logistics.
• Draft, edit, and coordinate executive correspondence, reports, presentations, and briefing materials.
• Represent executive leadership in meetings as requested, capturing notes and ensuring timely follow-up on action items.
• Maintain confidentiality and discretion in all matters related to executive leadership, Board affairs, and organizational operations.

Board & Governance Support

• Maintain official records for the Board of Directors and Executive Committee, including minutes, attendance, resolutions, and related documentation.
• Prepare, update, and distribute Board and committee materials, manuals, and calendars.
• Coordinate logistics for Board and committee meetings, including scheduling, materials preparation, and on-site or virtual support.

Office & Operational Coordination

• Support the daily operations of the executive office, ensuring workflows are efficient and well-organized.
• Monitor and maintain office supplied and administrative resources, anticipating future needs.
• Prepare purchase orders and assist with monitoring executive office budgets.
• Ensure proper operation and maintenance of office equipment and administrative systems.

Communication & Stakeholder Engagement

• Serve as a professional point of contact for internal and external stakeholders interacting with executive leadership.
• Welcome guests, respond to inquiries, and assist in revolving issues with professionalism and diplomacy.
• Coordinate communications across departments to ensure alignment and timely information flow.
• Coordinates and communicates with senior leaders, corporate partners, and family office representatives.

Project & Process Support

• Assist with special projects by coordinating tasks, tracking progress, and following up to ensure completion.
• Support process improvement efforts to enhance efficiency, organization, and executive effectiveness.
• Perform additional duties as assigned in support of organizational priorities.

• Exceptional written and verbal communication skills.
• Strong organizational, planning, and time-management abilities with a high attention to detail.
• Proven ability to manage sensitive information with discretion and professionalism.
• Strong interpersonal skills and the ability to work effectively across all levels of the organization.
• Ability to anticipate needs, manage competing priorities, and adapt in a dynamic environment.
• Proficiency with standard office software, scheduling tools, and administrative systems.

• High school diploma or equivalent experience required; bachelor's degree preferred.
• Minimum of two years experience in executive support, office management, or administrative leadership.
• Experience supporting senior leadership and/or Board of Directors strongly preferred.

• Ability to sit for extended periods and perform desk-based work.
• Ability to stoop, bend, lift, and walk as needed.
• Must be able to lift up to 20 pounds occasionally.
• Ability to access various departments and buildings on-site.

The Andrew Jackson Foundation is an equal opportunity employer committed to fostering an inclusive and welcoming environment. We do not discriminate based on race, color, gender, national origin, age, religion, creed, disability, veteran status, sexual orientation, or gender identity. We value and celebrate the unique attributes and perspectives of every individual.

The mission of the Andrew Jackson Foundation is to preserve the home place of Andrew Jackson, create meaningful learning opportunities, and inspire citizenship through experiencing the life and unique impact of Andrew Jackson.