Executive Assistant

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

• Project management experience, preferred

• Bachelor's degree, preferred

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