Executive Assistant

Museum Summary

Plimoth Patuxet Museums is a living history museum of the 17th-century that provides engaging and experiential outdoor and indoor learning environments on its main campus, and at Mayflower II on Plymouth’s waterfront, and at the Plimoth Grist Mill. Our permanent exhibits tell the complex and interwoven stories of two distinct cultures - English and Wampanoag.

Operating on a remarkable property overlooking Cape Cod Bay, Plimoth Patuxet brings the story of the United States’ early foundation to life for hundreds of thousands of visitors each year since its founding in 1947. The main exhibits are enhanced with an exciting array of special events, public programs and workshops that offer a rich and diverse exploration of the 17th-century.

Plimoth Patuxet Museums Inc. is an equal opportunity employer. We value diversity and are committed to creating a welcoming and inclusive environment for all employees.

Position Summary

This position is for an Executive Assistant to support the Executive Director (CEO), Deputy Executive Director and Board of Trustees. Provide comprehensive administrative and operational support to the CEO and Deputy Executive Director, and administrative support to the Board of Trustees. Demonstrate thoughtfulness, sound judgment and discretion in regard to sensitive matters and confidential information. Must possess friendly and courteous professional manner. Superb spoken and written communication skills are essential. Works independently, demonstrates initiative and anticipates advance planning. Exacting organizational skills; able to be nimble, adapt priorities quickly, handle multiple tasks, scheduling and appointments with grace under deadlines. Able to organize, prepare, coordinate and execute board of trustee and committee meetings. Contemporary technology skills, including full Microsoft Office, various online platforms for meetings/presentations. Represents the CEO at the highest levels and enjoys being an ambassador for the Museum.

Essential Duties and Responsibilities

  • Extensive calendar management for busy executive office. Schedule and organize meetings. Arrange conference calls and virtual meetings.

  • Perform clerical and administrative duties including but not limited to: filing, photocopying, scanning, opening incoming mail, preparing outgoing mail, procuring office supplies, and answering the phones for the Executive office.

  • Prepare and finalize Executive office correspondence and other documents.

  • Prepare presentations and collateral material for Board of Trustees meetings, committee meetings, and management meetings.

  • Take official minutes at all board meetings, committee meetings and management meetings. Prepare and distribute minutes. Maintain corporate records.

  • Arrange travel schedule for Executive Director and Deputy Executive Director.

  • Engage with various stakeholders (board and staff) to ensure deadlines are met and communications are clear and consistent.

  • Provide project and special event support as needed.

  • Greet and receive the Executive Director’s guests.

  • Work closely with the Development office on planning for board and donor visits.

This description is not intended to be a complete list of all responsibilities, duties, skills, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of key responsibilities of the job as it is at present, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. This job description may be reviewed by management at any time either to ensure that it relates to the job currently being performed, or to incorporate changes. Management reserves the right to change a job description; and if/when doing so will discuss with the employee so that any changes are understood by the employee.

Required Skills

  • Consistently demonstrate a professional demeanor and diplomatic attitude with board and other volunteers, staff and guests.

  • Enjoy working in a highly collaborative team environment

  • Highly-developed skills in MS Office (Word, Excel, PPT). Proficient with online platforms such as Zoom and G-Suite applications.

  • Exceptional spoken and written communication skills. Must be able to read, write, and communicate fluently in English.

  • Organized and detail oriented. Able to prioritize well.

  • Must be able to work with confidential information and exercise discretion and good judgment in all matters.

  • Superior interpersonal skills, a “can-do” attitude, and a sense of urgency in getting the job done without sacrificing quality or attention to detail.

  • A valid drivers’ license is required.

Education and Experience

  • Minimum 3+ years’ relevant experience required, preferably in an educational or arts/cultural non-profit organization.

  • Bachelor’s degree preferred but will consider equivalent experience.

Physical Requirements

The physical demands outlined here are representative of those that must be met by an employee to perform successfully the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Duties may include:

  • Work sitting or standing, sometimes for extended periods of time.

  • Capable of lifting and moving objects up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

  • Work is generally sedentary in nature, but may require standing and/or walking for up to 20% of the time. Some of the work involves being outside in the Museum’s historical exhibits where there are animals, dust, and smoke from hearth fires.

  • The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc.

  • Work is generally performed within an office environment, with standard office equipment.

Additional Requirements

  • The Museum is open 7 days a week April through the end of November. You must be available to work some holidays, including Thanksgiving Day. Typical hours are 9:00 AM – 5:00 PM Monday – Friday. Flexibility in work hours and days off is required. Although office hours are generally M-F 9:00-5:00, some flexibility with schedule is required, as attendance at events during the evening or on weekends is occasionally needed in this position.

Position Type and Salary

  • Full-time, year-round
  • $45,000 -$46,000 annually

Core Commitment

Whether part-time or full-time, year-round or seasonal, all staff and volunteers at Plimoth Patuxet advance the Museum’s educational mission and strategic goals. They uphold the Museum’s core values and principles in their work and in all of their interactions with the public and with coworkers. This commitment helps to ensure that Plimoth Patuxet’s reputation for excellence is maintained and that, as stewards of the Museum, we are helping to create a relevant and sustainable future for Plimoth Patuxet Museums. The core principles that guide us in our work are:

  • Safety and Comfort

  • Compassionate Customer Engagement

  • Professional Excellence

  • Personal Accountability

  • Create a Culture of Philanthropy

  • Teamwork

Interested candidates are encouraged to apply by submitting a PDF file of your resume, and cover letter to apply@plimoth.org, or by submitting them by US mail to the following address:

Plimoth Patuxet Museums
Attn: Human Resources
137 Warren Avenue
Plymouth, MA 02360