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Executive Assistant

Georgia Historical Society (GHS) Savannah, GA

  • Expired: July 17, 2021. Applications are no longer accepted.


The Organization
The Georgia Historical Society (GHS) is the premier independent statewide institution responsible for
collecting, examining, and teaching Georgia history. GHS houses the oldest and most distinguished
collection of materials related exclusively to Georgia history in the nation. To learn more, go to

Position Summary:
The Executive Assistant provides administrative support to and oversees the operation of the Executive
Office. The Executive Assistant is responsible for 1) supporting the President and Executive VP in
administrative matters to include scheduling, travel arrangements, and recordkeeping; 2) assisting with
Board of Directors/Board Committee communications and meetings/conference calls/events; and 3)
facilitating office operations by implementing the duties described below. Excellent judgment is required to
plan, prioritize, organize, and execute in a timely manner a diversified workload. This position requires
excellent phone skills, discretion/tact, and 100% attendance and punctuality (unless approved absences by
the supervisor). This is an excellent opportunity for an administrative professional interested in supporting
a meaningful mission and interacting with a wide variety of notable Georgians.

Responsibilities Include (incumbent may perform other duties as assigned)

Provide support to the Executive Office.
  • Perform confidential administrative functions including preparing memoranda, letters, invoices,

reports, and documents as directed. Establish and maintain executive, historical, and organizational
files. Answer non-routine correspondence and assemble donor and other information. Facilitate the
flow of information within the Executive offices (includes screening and responding to requests).
Maintain files and complete timesheets and travel expense and reimbursement reports.

  • Make travel and food and lodging arrangements as requested. Schedule meetings with donors, board
members, and others. Arrange logistical and biographical elements of speaking engagements for the
President. Work with Director of Communications as needed to facilitate high profile speaking
engagements or meetings.

  • Photocopy, email, and file information and documents as needed.

Provide support with Board Communication and GHS donor events.
  • Perform confidential administrative functions including developing and typing accurate and concise

meeting minutes. Manage logistical requirements for Board and Committee meetings and attend as
appropriate. Notify Board and Committees of meetings/events as directed, provide routine rsvp updates
as directed. Schedule and arrange meetings, assemble and mail Board materials, assist with
recordkeeping of meeting minutes, agendas, etc. Organize and maintain paper and electronic files for
Board communications and lists. Track board member attendance to meetings and assist the President
and Executive Vice President as needed in gathering vital information on matters discussed and actions
proposed and taken by the Board.

  • Take minutes and maintain minute books for Board of Curators, Endowment Trust Board of Trustees,
Directors’ meetings, and staff meetings as needed. Send meeting notices for monthly staff meetings and
prepare draft meeting agenda.

  • Assist with on-site arrangements and with purchasing of commissary or other supplies. Work with other

staff as directed to make arrangements for events. Arrange for food pick-up, set-up, and clean-up, and
for return or disposal of goods as needed.

Provide support to Office Operations.
  • Greet visitors, notify appropriate staff of their arrival, and offer visitors refreshment. Assist all incoming
and outgoing vendors including messengers, technicians, etc.

  • Produce letters requesting donations and expressing appreciation as directed. Prepare packets and other
materials for development meetings.

  • Assist with facilities operations including filling supplies as needed.

Knowledge, skills, and abilities: Position requires poise, tact, and diplomacy as well as a demonstrated ability
to ask questions and exhibit sound judgment. Ability to organize and to prioritize work and to act with
initiative and follow-through, ensuring supervisor is kept looped in on progress. Must be a self-starter with
flexibility and a willingness to get the job done. Successful candidate must be completely comfortable making
cold calls. Strong writing, editing, and proofing skills along with good problem solving, interpersonal, and
communication skills required. Must be able to handle multiple, concurrent tasks in an effective manner.
Must be able to work well under pressure and with attention to detail. Strong computer skills, including
advanced knowledge of MS Word and Excel with basic secretarial skills (60 wpm) including proofreading,
minute-taking, and the ability to compose letters and responses.

Education: Undergraduate degree or equivalent (2 years of college and two years of progressive experience in
related work).

Experience: 10-15 years of work-related experience. Law office, accounting firm, or Fortune 500 company
experience preferred.

To Apply
Send Cover Letter, Resume and Salary Expectations to:
Executive Assistant
Georgia Historical Society
104 West Gaston Street
Savannah, GA 31401
Fax: 912.651.2831

No Phone Calls Please

Georgia Historical Society (GHS)


Savannah, GA



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