EXECUTIVE ASSISTANT, VILLA FINALE: MUSEUM & GARDENS – SAN ANTONIO, TX

The Executive Assistant supports the Executive Director, serves as financial bookkeeper and site record keeper, oversees a variety of daily operational system systems and assists with a range of clerical tasks. 

 

Full time: Non-exempt position

Duties (Executive Assistant)

·         Acts as the accounts coordinator for the museum (and works with National Trust headquarters staff), with responsibilities including but not limited to maintaining financial accounts; making regular bank deposits; processing invoices and expense payment paperwork; generating check requests for the Executive Director's approval; compiling monthly financial reports; performing month-and-year-end financial closing duties; and maintaining organized financial records.

·         Supports the Executive Director, with responsibilities including but not limited to managing her calendar and screening her phone calls as needed; preparing for Advisory Council meetings by compiling background materials, seeing to their delivery, taking meeting minutes, and handling other requests by specific Council members.

·         Provides administrative support for the museum’s managerial and program staff as needed, assisting with various clerical duties or projects including but not limited to Membership and Development by producing renewal or thank you correspondence and maintaining membership files; special events, tours, and group tours by maintaining reservation and registration lists and assisting with check-in; making meeting and travel arrangements and preparing mass mailings including those for educational programs, special events, and the media.

·         Assists with fundraising and grant proposals, including keeping detailed records and tracking funding requirements, contracts and deadlines.

·         Processes contracts for services provided to Villa Finale and maintains appropriate records.

·         Provides visitor services and museum shop assistance, including performance of shop and visitor services functions in the absence of the Visitor Services and Museum Shop Coordinator.

·         Learns the background and tour information related to the museum; participates in support of museum functions; and leads guided tours when necessary.

·         Ability and willingness to assume responsibility for new projects and see them through to a successful completion; ability to make sound judgments and perform independently in the best interest of Villa Finale and the National Trust.

Qualifications

·         Bachelor’s degree and 2 years administrative experience required, including experience with light bookkeeping and accounts payables process; experience in an historic site setting a plus. 

·         Basic analytical and problem solving skills, including issue identification and prioritization.

·         Basic project-coordination skills.  Ability to achieve results with general supervision.

·         Ability to collaborate effectively across departments, with track record of building and maintaining productive relationships with multiple stakeholders, including demonstrated success working with high-level executives, members of boards, donors and other professionals.

·         Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion, with ability to adapt and be flexible in a dynamic work environment and ability to achieve results with general supervision.

·         Excellent attention to detail.

·         Excellent written, verbal and presentation skills. 

·         Experience helping with outreach to and engagement of culturally diverse audiences and partners preferred; bi-lingual (English/Spanish) a plus.

·         Advanced knowledge of Microsoft Word, Excel, Outlook and database systems required, ability to learn new software applications to support financial, membership and database functions.

·         Undergraduate degree (or equivalent work experience) required. 

How to apply

To apply, please include a cover letter in the body of a message and email your resume as a Word, PDF or Text document to [log in to unmask].

 

The National Trust for Historic Preservation an equal opportunity organization and does not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, veteran status, or disability.  The National Trust for Historic Preservation  actively seeks opportunities to include members of these groups in its programs and activities.

 

Sylvia M. Gonzalez | MANAGER OF PUBLIC PROGRAMS
P 210.223.9800  F 210.223.9802

NATIONAL TRUST FOR HISTORIC PRESERVATION
Villa Finale: Museum & Gardens
401 King William Street  San Antonio TX 78204
www.PreservationNation.org  www.VillaFinale.org