Executive Assistant to the Librarian

Executive Assistant to the Librarian

The Folger Shakespeare Library in Washington, DC is seeking an experienced Executive Assistant to the Librarian to join the Collections team. This role, under the supervision of the Librarian and Director of Collections, will provide administrative and executive support to the Librarian and entire Collections department. The Executive Assistant plays a critical role in supporting the Librarian’s primary responsibilities in managing the operation of library services, exhibitions, and cross-functional initiatives. Primary responsibilities include managing the Librarian’s calendar and email, regular coordination and administrative support for department and institution wide activities, project management for various Library initiatives, and maintaining organized administrative and archival systems for the team,

Strong candidates will have exemplary time management skills and the ability to identify and anticipate the Librarian’s and Collections department needs. They will be a detail-oriented self-starter who can work seamlessly on tasks both individually and in a team environment. Project management skills are extremely vital for this role.

The schedule for this role is flexible with the Collections team having core working hours from Monday-Friday 8:45am-4:45pm. This position will occasionally provide evening and weekend support. This position will be primarily on-site with openness to hybrid modality after a few months. The selected candidate will need to be within a commutable distance to the D.C. office (DC, MD, VA) by their start date.

Health & safety: The health and well-being of all staff, contractors, and visitors is our top priority. While the Folger no longer requires masks or vaccinations (except for AEA spaces), we support and encourage individuals to take the safety precautions they are most comfortable with, and we ask that individual choices are respected. The Folger offers organization-funded healthcare plans for full-time staff and extensive leave options to all staff in the case of any health issues that arise. As we wrap up construction and move to work more consistently on-site this summer, the Folger will continue to review and update policies, in conversation with our staff.

Compensation:

• This is a monthly-paid salary position, with an annual rate of $68,000-72,000.
• Total compensation includes an extensive benefits plan, including a generous 403(b) contribution and match, outlined at https://www.folger.edu/employee-benefits.

Duties:

• Assumes primary responsibility for day-to-day office management and administrative support for the Librarian, including:
• reading and prioritizing emails, determining importance, and drafting correspondence or responding on behalf of the Librarian;
• maintaining appointment calendars and ensuring clear purpose and strategic use of the Librarian’s time;
• preparing meeting materials and presentations and overseeing all aspects of meeting planning and execution, taking notes and minutes and coordinating follow-up on tasks;
• assisting with long range planning and coordinating external relationships with vendors;
• assisting with travel arrangements as needed;
• processing invoices and producing monthly expense reports.
• Maintain calendar of deadlines for the Collections team. Tracks important deadlines and ensures deliverables are on time. Assists with proposals and reports, as assigned.
• Coordinates and/or manages elements of institutional projects and goals. Works with the Librarian to ensure goals and implementation plans are clearly communicated and adhered to. Maintains working group or committee calendars, tracks decisions and follows up with relevant parties to ensure work is completed, proofs communications, and sends on behalf of groups/Librarian.
• Ensures effective communication between the Librarian, the Collections team, and internal and external partners, in addition to other Folger staff, donors, researchers, and Board members.
• Conducts independent research on assigned projects, sources information, and provides high-level summary of topics. Researches and drafts Board reports and other high-level communications.
• Assists in the preparation of the Collections budget and performs minor accounting duties such as expense reports, budget tracking, and spreadsheet management.
• Maintains documentation and files for the Librarian including memos, letters, invoices, and reports.
• Supports department transparency through communication writing, archiving, and report writing for the Librarian.
• Follows guidelines for inclusion, purging, and archiving of materials, and coordinates with Archivist to maintain inventories of Collections files.
• Ensures Collections staff events and meetings occur regularly and prepares agendas. Works with team to engage staff in new ways.
• Takes on special assignments, including but not limited: attending and taking minutes at meetings; formatting charts, tables, and other graphics for presentations; maintaining and uploading content to internal wiki and external website as needed; and coordinating special projects with other institutions.

Education and Experience:

• Bachelor’s degree in business administration or related field preferred.
• 4+ years of experience supporting a C-level/executive employee, preferably in a non-profit or similar institution.
• Excellent time management skills with proven ability to meet deadlines.
• Experience supporting scheduling, preparation, and dissemination of internal and external communications and presentations.
• Experience in a non-profit, cultural heritage, museum, or academic institution desired.

Skills and Knowledge:

• Strong project management and organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
• Highly proficient with Microsoft Office Suite, Teams, and Workday; Ability and willingness to learn new systems.
• Can-do attitude with demonstrated ability to perform in fast-paced, deadline-driven environment.
• Outstanding interpersonal skills, and the ability to build strong relationships, demonstrating tact and discretion.
• Excellent written and verbal communication skills.
• Ability to perform well both with independent initiatives and as part of a closely woven team.
• Basic financial tracking or accounting skills required.
• Proven ability to handle confidential information with discretion.
• Ability to anticipate approaching problems and establish plans for future success.

Working Conditions/Physical Requirements:

This job operates in a professional office environment. The employee may be exposed to various components of an office environment such as florescent lighting, pollen, dust, recycled air, cooling fans, semi-enclosed areas, central heating, seasonal warmer temperatures, and office noise. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Normal work week is Monday-Friday, 8:45 am to 4:45 pm. Ability to work varying and additional hours as project demands arise (including evenings and weekends as necessary).
• Ability to work at a computer for an extended period of time, with accuracy.
• Willingness and capacity to work in an office environment at a workstation, and to come and go repeatedly throughout the day as is necessary, to perform various responsibilities.
• Capacity to communicate, in person, or using video, phone, or electronic communication methods.

Folger Shakespeare Library