Executive Assistant to the CEO of the Theodore Roosevelt Presidential Library

ORGANIZATION OVERVIEW

The Theodore Roosevelt Presidential Library will honor the life, legacy, and enduring relevance of our 26th president with 21st Century programming and presentation. Rather than asking people to learn about T.R., we invite them to learn about themselves from T.R. We hope every encounter will inspire bold action and fearless participation In the Arena—and challenge all of us to dare greatly, live passionately, and care deeply. Just like T.R.

With offices in Medora & Bismarck, North Dakota, and New York City, and with employees in four states, the Theodore Roosevelt Presidential Library Foundation (TRPLF) is working to build a presidential library, the site for which has been selected and the blueprints for which are being drafted. Through the principles of Conservation, Leadership, and Citizenship, we will build an architecturally significant destination at the fulcrum of T.R.’s heroic journey: The Badlands of North Dakota. This is the cradle of his conservation, and where he proved he could embody the strenuous life. Our site location provides a triangle of interest with Mount Rushmore to the south (2.3 million visitors per year) and Yellowstone National Park to the southwest (4.1 million visitors per year).

While it is early in the growth of our organization, site selection and the hire of our architect are complete. We have a small development staff, substantial principal gifts fundraising success to date, the endorsement and support of the North Dakota Governor and legislature, and advanced planning for a campaign initiative.

 

POSITION OVERVIEW

In direct, daily contact with Ed O’Keefe, CEO of the TRPLF, the Executive Assistant (EA) will provide a critical contribution to organizational efficiency, organization, and productive output of the organization. The EA has many expected tasks. S/he will manage calendars, organize meetings, welcome visitors, accept phone calls, take messages, make travel arrangements, etc. Beyond the serial tasks, this individual must be the eyes and ears of the busy and engaged CEO might lack. The EA fills in the gaps providing the creative synthesis to think of the missing items and act.

The EA must have the vision, drive, dedication, and facility to manage time for maximum efficiency and then track the meetings for effective follow-through, putting the right people together, memorializing outcomes, and following with discipline and persistence to ensure completion.

The central mechanism for TRPLF growth and the presidential library opening is an ambitious nine figure campaign now in the “quiet” phase and against which over $156M has been raised to date. Managing the fundraising component has been a central task that requires a high level of organization and effective interpersonal encounters. The EA must be an asset to this equation not only by the mechanics of scheduling and follow-up, but also through intangibles like inspiring the confidence of board members and donors by projecting a personal impression of energy, optimism, and reliability. Because we are a presidential library with active government involvement, including the weekly involvement of Governor Doug Burgum of North Dakota, the EA must have impeccable personal and professional integrity validated by educational and employment experiences, credentials, and references.

The EA must be committed to the non-traditional aspects of working during COVID-19, managing the start-up nature of the enterprise, and adapting to the dynamics of a small team. This requires filling in as needed to serve big ambitions for an important cause. S/he will have the flexibility to build out programming and plans in a sequence and timeline based on our strengths and opportunities. S/he will understand our mission and the sweep of our vision and will fit well within our culture of driven, organized, dedicated, (fun) professionals. This is an exciting, high-access, front-line opportunity that spans geographies, functions, and personalities – all with high growth potential within a growing organization.

 

HOW YOU’LL CONTRIBUTE

• Act as the point of contact for the CEO (based in NYC).

• Manage information flow in a timely and accurate manner.

• Make travel and accommodation arrangements.

• Tack daily expenses and prepare weekly monthly or quarterly reports.

• Provide administrative assistance, such as writing and editing emails, drafting memos, sending

bulk correspondence, learning and employing the style and communications proclivities and

preferences of the CEO while ensuring faultless quality control of all correspondence and

written product to reflect positively on TPRLF.

• Perform minor accounting and bookkeeping duties.

• Organize meetings, including scheduling, sending reminders, and organizing catering when

necessary.

• Answer incoming phone calls politely and professionally and accurately taking messages and

managing outcomes in an efficient and respectful capacity.

• Welcome visitors and identifying the purpose of their visit and following through to make all

meetings productive, positive, and complete.

• Interface productively and respectfully with board members, volunteer leaders, donors, vendors,

and other constituents in a manner that accrues to a positive impression of TPRLF.

• Manage the CEO’s day-to-day calendar, including making appointments and prioritizing the

most sensitive matters with discretion and trustworthiness.

• Coordinate travel arrangements and create trip itineraries.

• Use various software, including Microsoft Word, spreadsheets, CRM databases, Adobe, Microsoft

Teams, Outlook, Zoom, and presentation software to prepare reports and/or special projects.

• Format information for internal and external communication – memos, emails, presentations,

reports.

• Take minutes during meetings and assure their completeness and appropriateness for public

dissemination.

• Follow meetings and actions with organized follow-up tracking and steps to assure productivity

and intentions are captured and acted upon in a timely, complete, and constructive manner.

• Assist and organize events as required.

• With the guidance of staff and consultants manage committee meetings and organization

gatherings like the Theodore Roosevelt Council, an advisory group that seeks to attract national

names for affiliation and productive relationship with the TRPL project.

• Assist in the personal stewardship of donors and constituents with birthday greetings, reports,

news items.

• Prepare diagnostic reports and queries to evaluate progress toward benchmark goals.

• Involvement with events planning and execution at all levels of the TRPLF.

• Inspire the respect and confidence of stakeholders, corporate executives, foundation executives,

and our Board.

• Other duties as needed.

 

REQUIREMENTS

• Bachelor’s degree with 2-5 years’ experience, preferably in or around executive functions.

• Diplomatic, ethical, and responsible, with the highest level of integrity.

• A genuine passion for our mission, energy of action, and an ethic for achievement.

• Excellent organizational, social, interpersonal, verbal, and written communication skills and

excellent fundraising judgment.

• Ability to generate creative solutions.

• A hospitable and welcoming demeanor that encourages cooperation and high regard for the

TRPLF.

• Ability to manage multi-phase projects from inception to completion, as well as the ability to

balance multiple concurrent priorities.

• Ability to work independently and as part of a team.

• Detailed oriented, well organized, focused, and goal-oriented, with high levels of initiative and

energy.

• Excellent problem-solving skills as well as the ability to use good personal judgment in

situations requiring tact.

• Respect for confidentiality and absolute professional discretion.

• Experience forging relationships with multiple donor sources and establishing the confidence

of constituents through professionalism and positive results.

• Ability and proven success as a creative and resourceful problem-solver who can deal with some

level of ambiguity and strive to build consensus and execute strategy.

• Strong knowledge and fundamental adherence to principles, ethics, and best professional

practices.

• Ability to think strategically and capitalize on opportunities.

• Ability to conform to the national scope of the project, with a willingness to travel as required.

• Superior writing skills that set the standard in an organization with superior language talents,

especially concerning varied audiences (solicitations, personal correspondence, etc.)

• Strong computer skills, including experience using word processing, CRM, and presentation

software, and the functional understanding of cross-communication among these systems.

• Extremely organized with superb attention to detail.

• Excellent interpersonal skills, including flexibility, sense of humor, and ability to communicate

professionally and diplomatically with a wide variety of constituencies.

 

BENEFITS

Full benefits including medical, dental, and vision provided. TRPLF offers no 401(k) or other

retirement benefits. Industry competitive salary.

 

EEO STATEMENT

TRPLF is committed to creating a diverse, equitable, and inclusive environment. TRPL does not discriminate based on race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other reason prohibited by law in provision of employment opportunities and benefits.

 

INTERESTED?

Please send a cover letter to jobs@trlibrary.com; Required subject line designation: Executive Assistant.

No phone calls, please. Only those candidates selected for an interview will be contacted.