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
- 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
- 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
Knowledge, Skills and Abilities:
Credentials and Experience:
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