Executive Assistant | Austin, TX
State Preservation Board (SPB)
Primary Location: 1800 N Congress Ave, Austin, TX 78701
Full-time position, 40 hours per week, Mon-Fri 8am-5pm
(Must be able to work some nights, weekends, and holidays for signature events.)
Hiring Rate: $4,000.00 - $4,200.00
Salary Plan: B-17
Job Class (Code): Executive Assistant I (0160)
Job Posting: June 16, 2023 - Until Closed
The Bullock Texas State History Museum immerses visitors in Texas history and culture through a variety of exhibitions, films, and events serving over 500,000 visitors a year on-site and on-line. A dynamic educational institution accredited by the American Alliance of Museums, the Bullock Museum is a division of the Texas State Preservation Board (TSPB). For additional information about TSPB and the Bullock Museum please see: http://www.tspb.texas.gov and https://www.thestoryoftexas.com/.
Benefits: Medical, dental, vision and other insurances, a defined benefit pension and 401K retirement plans, flexible spending and dependent care accounts options, free parking and free Museum membership along with a North American Reciprocal Museum (NARM) Association membership, discounts in the Museum store and café, and access to the Museum’s American Alliance of Museums membership.
The Assistant to the Director reports to the Museum Director and supports the administrative offices of the Museum. The Assistant supports the Director's collaborations with agency stakeholders, staff and Board of Trustees of the Texas State History Museum Foundation (TSHMF), a separate nonprofit organization that raises private funds and promotes statewide awareness to support the Bullock Museum. In addition, this vital member of the Museum staff performs advanced administrative duties and manages special projects assigned by the Museum Director with strict confidentiality. They work in a fast-paced environment under general supervision with moderate latitude for initiative using exceptional verbal and written communication skills, sound independent judgment, and a professional and service-oriented demeanor.
This position works closely with all TSHM divisions to foster a pleasant and creative working environment and positive experience for all visitors, stakeholders, and vendors using the Museum’s mission and core values of Leadership, Excellence, Accessibility, Diversity, Engagement, and Relevance as their guide.
Essential Job Duties: For purposes of this agency's job descriptions, "essential job duties" are defined as assigned tasks that are critical or fundamental to the position and not marginal. If an individual is qualified to perform the essential job duties, the individual must be able to perform the essential job duties with or without reasonable accommodation.
Supports the Museum Director's fundraising and awareness-building work with stakeholders and the Texas State History Museum Foundation's Executive Director and Board of Trustees.
Assists the Director and Communications team with the cultivation of donations and in-kind support, including the planning and execution of the Museum’s annual fund campaign.
Assists the Museum’s Data Services and Grant Manager in tracking the Museum’s partner and donor prospect list, researching prospects and preparing profiles to assist Director with solicitations. Serves as a point of contact for donors, lenders, and stakeholders as needed. Reviews materials and correspondence to coordinate gift acknowledgements, and works with the Data and Grants Manager in creating required reports for sponsors, donors and grantees.
Working with Membership and the Data and Grant Manager, processes and tracks donations, pledges, and gifts to ensure proper recognition in all print materials and reports to Accounting.
On behalf of the Director coordinates visits, drafts correspondence, schedules meetings, and maintains files and records per state retention policies. Coordinates Director’s calendars, meetings, travel, and conference arrangements, develops trip itineraries and presentation materials and other materials.
Represents TSHM at select exhibition opening receptions, programs, and events, including those hosted by Membership, Events, and the TSHM Foundation by greeting visitors and assisting with arrangements, including but not limited to arranging hospitality and logistics.
Knowledge, Skills and Abilities:
Excellent organizational skills and problem-solving abilities, with ability to meet deadlines and handle competing multiple priorities.
Excellent writing and editing skills and clear and concise interpersonal and communication skills with ability to interact effectively with all Museum stakeholders.
This position is mentally and physically demanding and requires program planning and implementation skills.
Knowledge of state agency administrative programs, policies, and procedures.
Skill in the use of personal computers and applicable programs, applications, and systems.
Skill in coordinating and scheduling activities and resources.
Ability to manage multiple projects, including overseeing work quality and to communicate or enforce agency standards.
Works in a highly visible and demanding environment with multiple competing priorities which require the ability to efficiently and independently prioritize the workload, multi-task and ensure tangible outcomes working collaboratively with SPB and museum representatives.
Remains professional and calm in all interactions with internal and external customers and represents the agency in a professional manner.
Ability to walk throughout the Capitol Complex areas. Requires the ability to reach, stretch, bend, sort, safely lift, push, pull and climb to locate, retrieve, store, extract and/or transport records.
Must be able to work some nights, weekends, and holidays for signature events.
Bachelor's Degree in business, arts administration, communications, English, humanities, social sciences, or related degree.
Three (3) years administrative experience in a complex office environment. Work history must reflect excellent performance in tracking budgets, exceptional customer service, writing and copy-editing correspondence, data processing, and project coordination.
Computer proficiency in a Windows environment, including Excel, MSWord, Power Point, and Outlook applications.
Current driver license and safe driving record to drive on agency business if necessary.
Additional related experience, preferably working in a non-profit organization, museum, or development, membership, or marketing department within a cultural institution.
Prior experience coordinating events and meetings a plus.
Submit a fully completed State of Texas application to the SPB by:
Fax: (512) 463-2914
Mail: 201 E. 14th Street, Suite 950, Austin, TX, 78701
For an application or additional information see: http://www.tspb.texas.gov/spb/employ/employ.html
or call: (512) 463-5495.
**As we are a state agency, a fully completed state application is required.**
For consideration, applications must be received by the SPB by the close of business on the final day posted. Only candidates selected for an interview will be contacted.
Military Occupational Specialty Codes (MOS): Army: 15P Aviation Operations Specialist/68G Patient Administration Specialist; Navy: AZ Aviation Maintenance Administrationman; Coast Guard: YN Yeoman; Marine: 0111 Administrative Specialist; Air Force: 33F5X1 Administration
Veterans with other related MOS or additional duties pertaining to the minimum experience requirements may meet the minimum qualifications for this position and are highly encouraged to apply. Use your military skills to qualify for this position or other jobs. Go to www.texasskillstowork.com to translate your military work experience and training into civilian job terms, qualifications and skill sets or for additional Military Crosswalk information go to https://hr.sao.texas.gov/CompensationSystem/JobDescriptions/.
The State Preservation Board is an equal opportunity employer and welcomes all qualified applicants without regard to national origin, race, color, religion, age, sex, sexual orientation, disability, or Veteran status. In compliance with the Americans with Disabilities Act (ADAA), if you require reasonable accommodation in the interview and selection process, please call the agency's ADA Coordinator at (512) 463-3633.
At the time of hire, selected applicants must show proof of eligibility to work in the U.S. in compliance with the Immigration Reform and Control Act. All males who are age 18 through 25 are required to register with the Selective Service and may be asked to present proof of registration or exemption from registration upon hire.
The State Preservation Board uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.