Executive Assistant - Historic Sites & Museums
Executive Assistant - Historic Sites & Museums
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Job Description
Position: Executive Assistant
Location: Ohio History Center (Columbus OH)
Salary: $54000/year
Benefits: Full Benefits including medical dental vision insurance paid time off and holiday public retirement pension
Position Summary:
The Executive Assistant supports the Chief Historic Sites Officer (CHSO) who is responsible for the strategic planning and operation of Ohio History Connections museum and historic sites system across the state of Ohio including the Hopewell Ceremonial Earthworks UNESCO World Heritage Site.
In addition to supporting the CHSO the Executive Assistant provides administrative support to the Division Directors reporting to the CHSO. This role will coordinate and manage executive scheduling prepare and organize important strategic materials and plans and be responsible for the timely execution of essential accounting transactions including bill payment and state capital billings. This role serves as the eyes and ears for the CHSO connecting organizations projects and critical business information to the CHSO ensuring meetings and materials are efficient and effective and serves as a trusted partner. The Executive Assistant interacts seamlessly and with a professional demeanor across a broad range of individuals including members of the OHIO Forum (Senior Management Team) site manager and partners American Indian Tribal Nations representatives and leaders who report to the CHSO. To perform this job successfully the individual meets expectations to handle highly sensitive and confidential institutional information while exercising professionalism and discretion.
Essential Functions:
- Coordinates portfolio of projects assigned by the CHSO
- Assists the CHSO in preparing for meetings with research documentation and presentation materials. Schedules all meetings. Provides relevant details and materials to participants. Takes and prepares minutes for meetings
- Responsible for maintaining the CHSOs calendar and making travel arrangements
- Supports the leaders who report to the CHSO with specific project needs and administrative tasks as assigned
- Pays utility invoices for sites across the statewide system
- Prepares monthly billings for reimbursement from State of Ohio for approved capital expenses
- Works with CHSO the OHIO Forum and other critical stakeholders to track institutional strategic plan progress and performance provide support to teams managing strategic projects and directly manage strategic projects when necessary
- Tracks project metrics and updates goals across short- and long-term projects
- Develops and oversees filing and retention schedule/process for Historic Sites area
- Balances conflicting priorities in order to manage workflow ensure the completion of essential projects and meet critical deadlines
- Provides direction and manages scope for committees related to Historic Sites and Museums
- Responsible for assisting with state capital budget allocations
- Manages and ensures payment for all utility accounts real estate transactions and property taxes
Required Education & Experience:
- Associates Degree
- 5 - 7 years of relevant project management and administrative experience - or - equivalent combination of relevant training and experience is required
Desired Skills & Experience
- Experience in project creation and implementation
- Basic project management processes
- Skilled at communicating with staff partners and the public both orally and in writing
- Excellent presentation skills
- Experienced in protocols for communicating with leaders of Tribal nations
- Familiarity with budgets ability to understand allocation of revenues and expenses
- Proficiency in various office software and virtual platform including but not limited to Microsoft 365
- Effective organizational skills including attention to detail prioritizing and managing multiple tasks for yourself and being accountable to the organization for said tasks
- Familiarity with construction contracts enterprise maintenance processes and/or real estate documents and transactions a plus
- Experience with the Ohio Department of Administrative Services (DAS) Ohio Office of Budget and Management (OBM) and/or the Ohio Facility Construction Commission (OFCC) a plus
Required Competencies:
- Can locate and use resources to get things done uses resources effectively and efficiently and arranges information in a useful manner.
- Assumes accountability of role and responsibilities; anticipates the needs of others
- Able to process information in a consistent manner simultaneously displaying adaptability when necessary
- Engages and collaborates with a variety of internal and external colleagues and stakeholders taking ownership of the process when appropriate.
- Sound judgement and the ability to make reasonable decisions in the absence of direction
- Discreet and prudent in discerning confidentiality
To apply:
Submit resume and cover letter through the Ohio History Connection at For questions or accommodations requests please email or call .
Ohio History Connection is an equal opportunity employer.
All prospective employees are required to undergo a fingerprint background check processed by the Ohio Bureau of Criminal Investigation & Identification (BCI) in accordance with the Volunteer Childrens Act. Additionally prospective employees will also submit to a drug test. Both will occur after the offer of employment is accepted. The results of the background check and drug test are not immediate disqualifiers to employment and are reviewed in accordance with Ohio History Connection policies and procedures. Inquiries must be directed to the Human Resources Director at or via email at
Employment Type
Full-Time
