Overview
Administrative Data Entry/Coordinator Jobs in Richmond, VA at Brown & Root
Description:
Position will be open through March 28, 2025 or until a qualified candidate is found.
The Executive Assistant (EA) provides administrative and operational support to the museum President and Vice President leadership team. This role is responsible for coordinating business-related tasks such as report preparation, travel arrangements, meeting coordination, and office organization. The Executive Assistant is the primary liaison for board communication and is responsible for minute-taking and maintaining historical records of meetings in accordance with Robert’s Rules of Order.
A successful EA will demonstrate excellent problem-solving skills, detailed office management, and the ability to manage multiple priorities in a dynamic environment. A deep understanding of Microsoft Office Suite is required for the preparation of reports, presentations, and e-mail and data management. Confidentiality, professionalism, and exceptional communication skills are essential to success in this role.
ESSENTIAL FUNCTIONS, DUTIES & RESPONSIBILITIES
Provide executive-level administrative support to the President and VP Leadership Team, including scheduling, correspondence, travel arrangements, and document preparation
Maintain and organize all important records and files of the board and the president
Prepare reports, presentations, and other business documents using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Reconcile receipts and credit card statements for the President and Executive Leadership Team
Maintain board records such as committee rosters and directories, and accurately communicate relevant information to the board
Manage board communication, including scheduling meetings, distributing agendas, and ensuring timely follow-up on action items
Gather and report pertinent information to keep the president informed of current events
Take detailed and accurate meeting minutes, ensuring adherence to Robert’s Rules of Order, and maintain historical records of meetings
Maintain office organization and oversee office supply management to support smooth day-to-day operations
Exercise the highest of discretion and thoughtful independent judgment with respect to matters of museum leadership support
Proactively identify and implement process improvements to enhance efficiency
Professionally represent Science Museum Oklahoma and its mission
Requirements:
Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior leadership
Experience with board communication, governance and minute-taking, particularly in the non-profit field (knowledge of Robert’s Rules of Order a plus)
Professional work experience using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with an in-depth understanding of its applications
Must be able to work a 9 AM – 5:30 PM or 8:30 AM – 5 PM day, Monday through Friday with occasional evening event availability.
This position requires the employee to drive for business purposes in either their own vehicle or a vehicle provided by the Museum.
KNOWLEDGE, SKILLS & ABILITIES
Possess excellent writing, grammar, editing, mathematical and presentation skills
Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with an in-depth understanding of its applications
Exceptional organizational skills and attention to detail
Ability to multitask, prioritize, and problem-solve in a fast-paced environment
A proactive approach to problem-solving with strong decision-making skills
Professional verbal and written communications skills
Able to prepare, and adhere to, a departmental budget
Outgoing and personable while maintaining a professional appearance and demeanor
Have exceptional customer service skills
Be kind, approachable, confident and open to correction
Must be able to work independently with a high degree of confidentiality and tact
High level of professionalism, confidentiality, and discretion
Able to work a 9 AM – 5:30 PM or 8:30 AM – 5 PM day, Monday through Friday with occasional evening events.
WORKING CONDITIONS
This position works in a climate controlled office setting and may be subjected to a fast paced decision making environment.
This position:
May require working on a computer for long periods of time, using a keyboard, viewing a digital screen.
Occasional lifting (up to 10 pounds of computer equipment or paper supplies).
This position may require the employee to drive for business purposes in either their own vehicle or a vehicle provided by the Museum. Employees that drive for business purposes must be able to pass a Motor Vehicle Records check and provide proof of insurance and a valid license to drive on an annual basis.
Employee must be able to meet physical requirements of the position with or without reasonable accommodation.
WORKING RELATIONSHIPS
This is an administrative professional position with no direct or indirect supervisory responsibilities. This position must maintain positive working relationships with management, employees, applicants, vendors and the general public.
Title: Administrative Data Entry/Coordinator
Company: Brown & Root
Location: Richmond, VA
