Executive Assistant to the Chief Organizational Advancement Officer

Position: Executive Assistant, Organizational Advancement

Status: Full time, permanent

Location: Ohio History Connection, Columbus, OH

Salary: $41,600-52,000 per year

Summary:

The Executive Assistant supports the Chief Organizational Advancement Officer (COAO) who is responsible for leading the areas of the operation that provide shared services for the Ohio History Connection’s historic sites, museums, and programs. Those areas include Marketing and Development, Facilities and Major Projects, Operations and Government Relations.

In addition to supporting the COAO, the Executive Assistant provides administrative support to the Division Directors reporting to the COAO. This role will coordinate and manage executive scheduling and prepare and organize important strategic materials and plans. This role serves as the eyes and ears for the COAO, connecting organizations, projects, and critical business information to the COAO, ensuring meetings and materials are efficient and effective and serves as a trusted partner. The Executive Assistant interacts seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, donors, members, and leaders who report to the CHSO. To perform this job successfully, the individual meets expectations to handle highly sensitive and confidential institutional information while exercising professionalism and discretion.

Essential Functions:

• 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. 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 in order to manage workflow, ensure the completion of essential projects and meet critical deadlines
• Supports financial operations under the director of the COAO; includes assisting with state capital budget tracking and reporting and ensuring timely payment of expenses.

Required Education & Experience:

• Associate’s degree
• 5 - 7 years of relevant project management and administrative experience - or - equivalent combination of relevant training and experience is required

Desired Skills & 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, ability to understand allocation of revenues and expenses
• Proficiency in various office software and virtual platform including but not limited to Microsoft 365
• Effective organizational skills, including attention to detail, prioritizing and managing multiple tasks for yourself, and being accountable to the organization for said tasks
• 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

Required Competencies:

• Can locate and use resources to get things done, uses resources effectively and efficiently, and arranges information in a useful manner.
• Assumes accountability of role and responsibilities; anticipates the needs of others
• Able to process information in a consistent manner, 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 judgement and the ability to make reasonable decisions in the absence of direction
• Discreet and prudent in discerning confidentiality

Work Environment:
Employee works in an office environment, with an option for a hybrid remote schedule, at the discretion of the COAO. May experience typical distractions of an off…