Job Details

Executive Assistant

The Executive Assistant provides administrative, operational, and project support to senior leadership to advance divisional priorities and ensure effective day-to-day operations. Reporting to the Vice President for Finance and Administration, with support responsibilities to designated Vice Presidents within the Newberry, this position coordinates schedules, meetings, communications, and administrative activities across multiple divisions. The Executive Assistant exercises professionalism, sound judgment, discretion, and initiative while supporting a broad range of responsibilities in a collaborative environment.

Responsibilities include managing complex calendars, scheduling meetings and events, coordinating logistics for meetings, serving as a point of contact for routine inquiries and communications, assisting with the preparation and editing of correspondence, reports, presentations, and other materials, processing invoices and reimbursements, supporting operational activities, assisting with special projects and administrative initiatives, gathering information and compiling materials, supporting administrative activities related to collection loans and acquisitions reporting, participating in cross-departmental committees and collaborative initiatives, and performing other duties and special assignments as required.

Qualifications include a bachelor's degree, 3-4 years of professional experience, strong writing and editing skills, the ability to communicate verbally with internal and external stakeholders, demonstrated ability to exercise independent judgment, meet deadlines and manage several projects simultaneously, excellent organization skills with keen attention to detail, highest standards of professionalism, including tact, discretion, confidentiality, and excellent interpersonal skills, strong computer skills, experience with Raiser's Edge or another CRM software preferred, experience with Microsoft Office/Outlook suite preferred, and previous experience in a non-profit setting a plus.

This is a full-time, exempt position, working 35 hours per week. While normal working hours are generally from 9:00 AM-5:00 PM, Monday through Friday, incumbent will need to work outside these hours, as needed, to accomplish goals and may adjust schedule accordingly with supervisor's permission. Remote work may be available in accordance with Library policy; however, the position requires regular onsite presence to support the needs of the role and the department.

The Newberry Library is an equal opportunity employer.