Executive Assistant Job at The George W. Bush Presidential Center in Dallas

Organization
Located on the SMU campus in Dallas, Texas, the George W. Bush Presidential Center is a nonpartisan institution advancing the timeless values of freedom, opportunity, accountability, and compassion. The Bush Center comprises the George W. Bush Presidential Museum and the George W. Bush Institute, a solution-oriented policy organization focused on ensuring opportunity for all, strengthening democracy, and advancing free societies through policy solutions and public engagement. The Bush Center also houses the George W. Bush Presidential Library, operated by the National Archives and Records Administration, which provides access to official documents and artifacts from the George W. Bush Administration. Learn more about the Bush Center at bushcenter.org.

Essential Responsibilities

The Executive Assistant will be able to provide high-level administrative support to both the Vice President, Finance & Operations and the General Counsel. This position is also responsible for coordination with the Board of Directors on behalf of the General Counsel and Vice President. This position may also be charged with management of various tasks as deemed by the executives and may act as the executive's designee in some situations.

The specific responsibilities for this position include, but are not limited to:

• Managing and overseeing the executive's schedules and calendars and effectively keeping the executives apprised of daily logistics including agendas, briefing materials, and/or other materials for meetings.
• Ensuring that requests for action or information are relayed to the appropriate staff member(s); interpret requests and help implement action; make sure that information is furnished in a timely manner; decide if a matter is of an important or urgent nature requiring notification.
• Planning and coordinating meetings, including drafting agendas, inviting attendees, preparing read-ahead materials, facilitating arrivals/departures from the Bush Center, and circulating key takeaways.
• Preparing, proofing, editing, and distributing reports, written correspondence, presentations, minutes, etc.
• Interacting with high-level individuals and other VIPs, including but not limited to members of the Board of Directors regarding communications, travel, arrival/departure logistics, and other matters.
• Screening calls; may provide backup phone coverage for the executive team.
• Coordinating travel and managing expense reporting.
• Processing expense reports, invoices, and all other accounting/operational forms.
• Potentially acting as the executive's designee in certain situations.
• Leading special projects as assigned both for the total organization and for other respective departments.
• Performing general office duties and other tasks as assigned.

Qualifications

The qualified candidate will possess:

• High school diploma required; Bachelor's degree in Business Administration or related field preferred.
• Minimum of five years of executive assistant experience required with demonstrable experience in supporting senior executives.
• Command of English grammar and spelling through verbal and written communication skills and able to form and articulate complex thoughts/statements in a fast-paced, flexible environment.
• Proficiency with various technologies, software and programs including but not limited to the usage of a computer, copier, mobile phone, Microsoft Office Suite, and database programs.
• Ability to infer connections between disparate pieces of information; ensure that the executive and other relevant staff are kept informed; and that information flow is prioritized appropriately.
• Commitment to the vision and mission of the George W. Bush Presidential Center.
• Demonstrated political savvy and ability to navigate a highly complex organization.

Additionally, the candidate will:

• Demonstrate discernment related to confidentiality.
• Thrive in a fast-paced environment demonstrating high engagement in all interactions with both internal and external partners.
• Be available to work non-traditional hours as necessary (standard work hours of 8:00 am - 5:00 pm).
• Possess strong organizational skills and attention to detail and follow up. This candidate will have a "make it happen" mentality.
• Be able to multi-process and balance demands of multiple priorities.
• Be experienced in interacting with executive stakeholders, influencers, and investors.
• Provide sound judgment and operate with a high level of professional ethics.
• Thrive in a collaborative, team-based environment, and be able to confidently own his/her role within the team.

The George W. Bush Presidential Center is an Equal Opportunity Employer and encourages candidates of all backgrounds to apply for this position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is frequently required to sit stationary at a desk and use computer equipment.

Position: Executive Assistant

FLSA Status: Exempt

Reports to: Vice President, Finance & Operations and Legal

Department: Finance and Operations & Legal