Executive Assistant

Boscobel House and Gardens, located in Garrison, NY, is the steward of an extraordinary 112-acre site on the Hudson River, restored Neoclassical mansion, and important decorative arts collection.  Boscobel seeks an Executive Assistant (EA) to provide critical organizational and communication support.  This position performs a broad range of tasks for the Executive Director, Development Director, and museum as a whole, with a particular emphasis on administrative support, board engagement, and fundraising.

The Executive Assistant reports to the Executive Director and is the ED’s primary liaison with internal and external stakeholders in person, via phone, email, and post.  Exceptional communication, organization, time management, and software/tech savvy are essential.  The right candidate will be a service-minded problem-solver, performing duties with accuracy, timeliness, and discretion.

The EA is a full-time position averaging 35 hours/week, primarily onsite. All Boscobel employees are expected to work certain holiday, evening, and weekend programs throughout the year including the patron parties, holiday Twilight Tours, Independence Day concert, and other events as needed.

Responsibilities

Administrative Operations

• Manage the ED and board calendar including internal and external meetings
• Draft, fact-check, and proofread ED correspondence to a polished, professional standard
• Assist with ED travel arrangements, reimbursement requests, etc.
• Prepare travel-related host gifts/thank-you’s, and meeting materials
• Serve as liaison to the museum’s management team internally and externally: receive guests, field incoming calls and emails, etc.
• Update, distribute, and file board and staff memos, lists, etc.
• Draft correspondence, memos, etc. for ED revision/signature
• Maintain/replenish office files, supplies, and equipment
• Support onboarding process for new hires
• Manage office services such as phone systems, mailing services, coordinate IT support
• Organize support as needed from staff and volunteers for special events and projects
• Pick up/deliver supplies, meeting materials, refreshments, guests, etc. as needed

Governance

• Coordinate Board of Directors and committee meetings (producing/distribute agendas and related materials, confirm attendance, arrange all logistics including technical arrangements, meals, etc.)
• Regularly update trustees about upcoming opportunities, deadlines, etc.
• Record and maintain board minutes and other records

Fundraising/Donor relations

• Process donations, record and maintain donor information, and generate correspondence and reports using Boscobel’s Altru database, a Blackbaud Customer Relations Management software
• Ensure data integrity by entering/maintaining accurate information in a timely fashion. Manage constituent and donation entries to ensure courtesy, consistency, prompt acknowledgment and reporting ability, and accuracy in all records
• Review and offer solutions to any data or other errors found such as duplicate entries,
  missing information, incorrectly entered donations and more.
• Assist ED and Development Director with fundraising appeals and acknowledgements
• Coordinate logistics and prepare materials for prospect/donor meetings
• Provide support at fundraisers and other programs, including name tags, greetings, etc.
• Assist with tracking philanthropic opportunities, prospect research

Qualifications/Requirements

• Bachelor’s degree or equivalent
• Exceptional communication skills via phone, mail, email, and in person
• Proven technological proficiency with online calendar, meeting, and file-sharing technologies including MS Office, Google, and Microsoft 365, etc.
• Familiarity with using a database for point-of-sale, customer management, or fundraising
• Excellent time management skills, ability to multi-task
• Eagerness to learn and work independently and collaborate as part of a team
• Ability to maintain a highly professional, positive, and flexible mindset and demeanor
• Discretion with sensitive and confidential matters
• Experience/interest in development and/or nonprofit management is preferred
• Valid driver’s license and personal vehicle

Salary and Benefits for qualified applicants

• Salary range: $20-$24 per hour depending on experience
• Medical, dental, and life insurance
• Generous 401k retirement plan
• Paid time off, including annual vacation, sick leave, personal days, and museum holidays
• Staff discount in museum store
• Access and free admission to numerous museums and cultural institutions
• Professional development opportunities

Boscobel is committed to diversifying its audience and workforce. Veterans and candidates of any gender, ethnicity, race, religion, and cultural background are encouraged to apply.