Sr. Executive Assistant
Job Summary: With guidance from the Chief Executive Officer (CEO), the Sr. Executive Assistant is responsible for a range of daily administrative and advanced clerical tasks, maintains a variety of operational records, systems, and supplies, and provides general administrative support. The Sr. Executive Assistant reports directly to the CEO. This position helps ensure the effective, efficient, and collaborative operation of the organization. This position’s work may be outside of normal business hours, require seasonal shifts in schedule, and may include work on occasional weekend days and holidays.
• Assists the CEO with a range of organizational activities and special projects, as needed.
• Drafts general correspondence for the CEO; assists with research, original content, copy-editing, meeting minutes, and lists of action items as requested.
• Schedules appointments and travel for the CEO and assists with preparation and follow-up for meetings as needed.
• Executes financials flows in an accurate and timely manner in accordance with approved policies and procedures, including the secure recording, tracking, and depositing of site funds; helps ensure staff understand and comply with financial policies and procedures.
• Manages financial data in QuickBooks, the accounting system of record for the organization; Produces timely, accurate monthly financial reconciliation reports for the CEO’s review and approval; Processes invoices and bills in a timely manner for the CEO’s review and signature.
• Serves as IT liaison for the site including serving as the point of contact for the Managed Service Provider, supporting resolution of colleagues’ IT issues, and supporting resolution of technical issues related to online and digital platforms used by the organization.
• Provides accurate and timely information to the Auditors, contract CFO; and other parties as requested and approved by the CEO.
• Collects the donation box regularly, maintains a regular schedule of depositing all organizational cash, and maintains petty cash, per site policies.
• Maintains current information on all active contracts and leases, particularly with regard to payments and balances.
• Ensures office and miscellaneous supplies are stocked and well-organized at all times.
• Maintains current, active records on site metrics, as needed, keyed to the strategic plan; submits updates to the CEO in a timely manner.
• In coordination with other staff, routinely monitors firstname.lastname@example.org and responds to or forwards messages as needed.
• Delivers/retrieves outgoing/incoming mail daily.
• Assists with online and IT platforms as needed, including the website, social media, and ETIX ticketing.
• Assists organization staff with logistics, copy editing, and other clerical duties as assigned by the CEO.
• Identifies and communicates problems in a constructive manner. Recommends solutions in a proactive, professional fashion. Handles sensitive or difficult issues in a confidential and professional manner.
• Other duties as assigned.
• Bachelor’s degree and 3-5 years of administrative and/or clerical experience required
• Advanced knowledge of Microsoft Office, especially Excel, required; Experience with QuickBooks strongly preferred; Familiarity with other software and databases, preferred
• Excellent verbal and written communication skills; Strong attention to detail
• Demonstrated organizational skills and ability to accurately and securely maintain sensitive and confidential information
• Experience with IT troubleshooting preferred
• Proven interpersonal skills, professional manner, and ability to work cooperatively with diverse stakeholders
• Experience in a not-for-profit, historic site, or museum strongly preferred
How to apply: Interested candidates should submit a cover letter and resume to email@example.com, with “President Lincoln’s Cottage” in the subject line.
Summer Preservation Intern
Job Summary: President Lincoln’s Cottage seeks a summer intern to perform hands-on preservation and restoration work on the 1842 Gothic Revival Style Cottage and the Visitor Education Center, an Italian Renaissance Revival style building constructed in 1905. Duties, as assigned, will include documentation, painting and preservation work on sash (glazing), doors (mortise & tenon repair), shutters (rail & stile Dutchman and epoxy repair) and sills (different techniques in managing checks and rot). In addition to obtaining hands-on experience the intern will gain an understanding of the day to day operations and preservation management at an historic site.
Qualifications: The position is open to individuals entering their final year or graduating from a college level preservation trades program. The applicant must show a commitment to a career in the preservation trades and an interest in Historic Preservation. Previous experience (degree or certificate) in Historic Preservation is a plus. The intern may use their own hand tools but this is not required.
Commitment: This is a paid internship that runs Wednesday, July 1 – Friday, August 28 (dates are slightly flexible depending on school obligations). The intern is expected to work 32-40 hours per week. The rate of pay is $18/hour.
Housing: President Lincoln’s Cottage does not provide housing but there are numerous options available for summer interns in the Washington D.C. area. General guidance on locating housing will be provided upon request.
Application: Please send a cover letter and resume (with three references) via email to:
Jeff Larry, Senior Preservationist
Application deadline is Friday, March 20, 2020
Notification will be made no later than Friday, April 3, 2020
People are at the heart of our work. Our investment in the stories of the people who advanced freedom here in the past is inherently connected to our investment in the people sharing those stories and advancing our mission here today. We have a track record of delivering on exceptionally ambitious goals, thanks to our team and our partners. We are committed to developing a strong, supportive, inclusive workplace culture. This commitment runs through the Board and Staff of President Lincoln’s Cottage, and is a stated commitment and priority in our Strategic Plan. As part of that commitment, we are an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
President Lincoln’s Cottage is a proud recipient of the Washingtonian’s 50 Great Places to Work (2017)