Executive Assistant to EVP and CFO National War II Museum

The National WWII Museum is currently seeking an Executive Assistant for the Executive Vice President (EVP) and Chief Financial Officer (CFO). Reporting to the EVP and CFO, this position provides administrative and operational assistance to the EVP and CFO to support the successful organization, implementation, and management of objectives of the office of the EVP and CFO. The Executive Assistant to the EVP and CFO manages administrative and project activity across the Finance and Accounting, IT, A/V, Security, Retail, Insurance, and Legal functions and across the organization, on the behalf of the EVP and CFO.

The Executive Assistant is responsible for managing high-level and complex calendaring activities, coordinating projects, researching and preparing materials and preparing reports.

• Provide comprehensive administrative support to the Executive Vice President including scheduling meetings, managing calendars and handling correspondence.
• Act as a liaison between the Office of the Executive Vice President and internal/external stakeholders, ensuring timely communication and follow up on action items.
• Prepare agendas, presentations and reports for executive meetings and assist in the dissemination of relevant materials.
• Support the EVP in preparing for Cabinet, Board and Committee meetings including preparing the documentation, reports, and handouts.
• Prepare purchase orders, invoices, contracts, expense reports, and other materials for the EVP’s approval.

• Coordinate special projects and initiatives, tracking progress and ensuring deadlines are met.
• Collaborate with cross-functional teams to gather information, conduct research, and compile data for executive decision making.
• Manage the implementation of executive directives, monitoring outcomes and providing regular updates to stakeholders.
• Special projects include but are not limited to: annual insurance renewals, annual state solicitation registrations, annual state tax exempt applications and building and maintaining the Finance Department Museum Hub page.

• Provide administrative support to Corporate Counsel including scheduling meetings, managing calendars, and handling correspondence.
• Contract administration – manage the Museum’s online contracts repository.
• Legal and organizational document compliance – update corporate documents with Sam.gov, LA Secretary of State, New Orleans One-Stop, and respond to various vendor requests (e.g., COIs and credit applications).
• Legal Matters and Intellectual Property – support Corporate Counsel to ensure that licenses, certifications, and trademarks are current and active.
• Conduct due diligence research and review corporate records, contracts, and other materials for accuracy and compliance.
• Document preparation and proofreading.

• Board/Committees – provide assistance and support in preparation and execution of EVP’s role in Board and Committee meetings including taking minutes, if requested.
• Act as insurance liaison between the Museum and the Museum’s insurance brokerage firm and support EVP and Corporate Counsel in managing insurance and claims reporting and tracking.
• Retail – prepare purchase orders for approval and distribution to A/P; liaise with the Retail Department as needed, supporting the EVP’s objectives for that department.
• IT, Security and A/V
  - Liaise with these Departments as needed, supporting the EVP’s objectives for those departments.
• Work Teams – serve on various work teams as considered necessary

• Handle sensitive information with the utmost confidentiality and discretion, always maintaining a high level of professionalism.
• Manage confidential documents, records, and communications, ensuring compliance with company policies and regulatory requirements.
• Exercise sound judgment in resolving complex issues and navigating challenging situations with tact and diplomacy.

• Cultivate strong relationships with internal stakeholders, including department heads, managers, and staff members to foster collaboration and alignment.
• Serve as point of contact for external partners, clients, and…