Executive & Program Assistant, African American Cultural Heritage Action Fund

JOB SUMMARY 

The National Trust for Historic Preservation has been committed for more than four decades to the goal of ensuring our work engages with and represents the full American experience. Since launching the African American Cultural Heritage Action Fund (AACHAF) in 2017, the National Trust has raised over $70 million; has supported more than 200 preservation projects nationally that represent centuries of African American activism, achievement, and resilience; and is helping lead a movement that uses preservation as a force for enacting positive social change.

The Executive & Program Assistant will provide administrative support to the program, Executive Director and other staff, as well as help respond to programmatic inquiries. This person will have access to confidential information and must be a trustworthy professional.

DUTIES

• Handle all administrative tasks required to successfully support implementation of the strategies of the AACHAF.
• Handle day-to-day scheduling, meeting planning and travel coordination for the Executive Director, and for other AACHAF staff as directed by the Associate Director of Fellowships & Administration.
• Assist with logistics for convenings, presentations, workshops and other meetings and events.
• Assist with tracking program performance and processing of expenses, including travel reimbursements and vendor payments, and help monitor the department budget.
• Maintain contact lists and databases of programmatic information, compose email and other correspondence from notes or drafts to final form, and prepare PowerPoint presentations from notes into formal professional presentations.
• Attend meetings to take notes and help follow up on next steps and assignments. Track work plan tasks and alert the AACHAF ED, or other staff on his behalf, of upcoming deadlines.
• Maintain office files and help create efficiencies for the smooth operation of the program.
• Monitor the AACHAF email account for external inquiries and provide programmatic resources, support, information, and referrals as needed, or elevate inquiries to the senior AACHAF staff or other staff as appropriate.
• Participate in presentations, workshops, and conference sessions and/or help produce content in support of AACHAF programs, outreach and promotion as needed.
• Other duties and special projects as assigned.

Qualifications

• At least 1-2 years of professional level experience, including experience supporting a senior executive, particularly in a matrixed and geographically dispersed non-profit.
• Experience tracking and coordinating projects and handling extensive high-level scheduling, calendar management, meeting planning and correspondence. Experience in a fundraising and/or board relations environment a plus.
• Basic analytical and problem-solving skills, including issue identification and prioritization.
• Basic project-organization skills.
• Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills.
• Strong organizational skills, with excellent attention to detail.
• Experience successfully interacting with key stakeholders. Ability to collaborate and achieve results with moderate supervision. When working in the office, public contact and ability to work successfully in close proximity to others required. When working off site, ability work effectively in a remote environment, maintaining productivity and communications to meet deadlines and goals, is required.
• Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion. Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy.
• Demonstrated cultural competency and success in engaging historically underrepresented communities, constituents, partners, and colleagues. Ties to African American affinity groups, professional organizations, or related associations are a plus. Comfortable talking about identities such as race, ethnicity, sexual orientation, class, ability, and gender in plain, specific terms as they relate to cultural heritage, equity and social justice.
• Demonstrated interest in and knowledge of African American culture, history, and cultural heritage preservation is a plus.
• Ability to continually develop skills related to use of rapidly changing technology and communications best practices. Proficiency with Microsoft Office products required, including Word, Excel and Power Point and using MS Outlook for extensive high-level scheduling and calendar management, as well as creation, editing and sharing of documents in a digital environment. Familiarity with data management and design systems, a plus.
• Friendly and professional demeanor on the phone and in writing, with ability to speak and write clearly in English.
• Regular and reliable attendance in person or virtually, as appropriate, is required.
• Some travel may be required.

PAY & BENEFITS

This is a full time, non-exempt-level position, eligible for full benefits, including affordable health, dental, vision and life insurance, retirement plan contributions, and 3.5 weeks of paid vacation, plus sick time and holidays.  

The National Trust and its subsidiaries require staff to show proof of COVID-19 vaccinations and boosters (with limited exceptions for religious or medical reasons).  

Hiring range: $24.00-27.50 per hour (annualized to approximately $44,000-50,000 based on a schedule of 35 hours/week)