Executive Assistant

At the National Inventors Hall of Fame ® (NIHF), we’re always growing, innovating and building inspiring experiences. Each one of us is empowered to do meaningful work that sparks creativity in communities across the country. The Executive Assistant will provide high-level, administrative support to several National Inventors Hall of Fame (NIHF) executives. This role is responsible for complex calendar management, meeting and travel coordination, correspondence, document preparation, and project/priority tracking - while exercising exceptional judgment, discretion, and professionalism. The Executive Assistant serves as a liaison between executives and internal/external stakeholders, helping the leadership team operate efficiently and stay focused on strategic priorities. Position Responsibilities Manage multiple executives’ calendars, including scheduling, prioritization, conflict resolution, and proactive planning across competing priorities Coordinate meeting logistics end-to-end: agendas, pre-reads, attendee coordination, conference rooms/virtual links, and follow-ups as needed Draft, proofread, and format executive correspondence and presentations with a high level of attention to detail Serve as a professional first point of contact - screening requests, routing communications, and ensuring timely responses Arrange and manage business travel (air/hotel/ground), itineraries, and real-time adjustments Prepare and submit expense reports and reconcile receipts in alignment with internal policies and timelines Support preparation of leadership and board materials (packets, reports, minutes/notes, tracking of actions), and assist with coordinating input across teams Assist with planning and execution of executive-level and board meetings/events Track executive priorities, action items, deadlines, and deliverables; send reminders and follow-ups to ensure closure and accountability Coordinate special projects on behalf of executives, including cross-functional scheduling, documentation, and status reporting Handle sensitive and confidential information with the highest level of discretion and professionalism; maintain trust across leadership and stakeholders Other duties as assigned Knowledge, Skills and Abilities Exceptional organizational skills, attention to detail, and ability to manage multiple priorities in a fast-paced environment Strong written and verbal communication; ability to interact professionally with executives, staff, board members, donors/partners, and external contacts Demonstrated judgment, discretion, and ability to manage sensitive information appropriately Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel, PowerPoint); comfort learning internal systems and tools Ability to anticipate needs, be proactive, and follow through reliably with minimal direction Stakeholder management skills - maintaining strong working relationships and representing leaders well Ability to work occasional early/late hours based on executive schedules, events, or travel Ability to regularly work in the office and attend in-person meetings Ability to communicate effectively via email, chat, phone, and in-person meetings Requires regular, reliable, and on-time attendance Credentials and Experience 3–5+ years of experience providing high-level administrative support to a senior leadership team in a fast-paced environment Demonstrated experience with complex calendaring, meeting logistics, travel coordination, and document preparation Why Join the National Inventors Hall of Fame? Comprehensive Health Coverage: Enjoy top-tier medical, dental, vision, and insurance plans, along with flexible spending accounts to help pay for any out-of-pocket medical expenses Company-Paid Benefits: NIHF contributes 100% to provide life and disability coverages Secure Your Future: Benefit from our 401(k) plan with up to a 4% employer match and 100% vesting upon initial contribution, ensuring your financial stability and growth Generous Time Off: Take advantage of paid time off, paid holidays, and a year-end closure from December 24th through January 1st to recharge Flexible Work Arrangements: Enjoy alternate workday scheduling and the option for hybrid remote work after 90 days, up to one day per week for the Executive Assistant position, promoting a healthy work-life balance Additional Support: Access Critical Illness, Hospital, and Accident Supplemental Income plans for extra peace of mind Pet-Friendly Perks: Protect your furry friends with our pet insurance plans Stay Fit and Healthy: Utilize our on-site workout facility to maintain your physical well-being Thriving Work Environment : Be part of a great team environment with ample opportunities for growth and a culture that prioritizes professional development #J-18808-Ljbffr