External Relations Assistant

The Thomas Jefferson Foundation has a twofold mission of preservation and education, founded in 1923 to preserve Monticello, the home of Thomas Jefferson, located in Charlottesville, Virginia. Recognized as a National Historic Landmark, a United Nations World Heritage Site, and a Site of Conscience, Monticello engages audiences with Jefferson's world and ideas, and shares the history of everyone, enslaved and free, who lived and labored there.

About The Role

The External Relations Assistant supports the Vice President of External Relations and their departments, which include events, marketing, community engagement, and digital. Additional responsibilities include supporting the Events Department specifically. The role involves providing a wide range of advanced administrative support, including managing the VP's calendar, preparing for meetings and travel, organizing office communications, managing budgets, and supporting foundation events and programs.

Responsibilities

• Manage the VP's calendar, schedule, and appearances; prepare and organize meeting materials.
• Support the VP's departments with budget management and invoice processing.
• Support foundation events and programs with various tasks and project management.
• Represent the VP at selected meetings, preparing and distributing necessary materials.
• Oversight and management of the VP's materials for board, board committee, and task force meetings.
• Support long-term, high-level projects, including task management, special research, budgeting, and assignments.
• Provide executive-level problem-solving support.
• Collaborate with and assist LT members as needed.
• Liaison support with the IT department to ensure functionality of the external relations offices.

Events Department Support

• Prepare updates and briefing documents as needed.
• Aid in contract management and processing invoices.
• Administer and logistics, including scheduling meetings and maintaining accurate files.
• Ensure accurate record-keeping and accounting procedures, including submitting vendor invoices, contracts, and processing monthly credit card logs.
• Assist with filing and data organization, including regular updates and revisions to all policies and procedures.
• Aid in contract management and client billing for mission-supportive and income-generating events.
• Create and edit annual vendor guidelines, track completed forms, and ensure vendors submit proper insurance documentation.
• Answer incoming phone calls and emails, redirecting as needed.
• Maintain the event venue booking system and provide assistance to new users.
• Liaison with vendors on guidelines and insurance requirements.

External Relations Project, Event, and Program Assistance

• Identify timelines and scope for printed collateral and add them to the future calendar well in advance of each event.
• Help keep each project to its deadline.
• Aid in sending guest communications, including day-before details, rsvp reminders, and surveys.
• Create surveys to send post-event and program feedback.
• Cook up large, Foundation-wide visits, programs, and events, contributing onsite event assistance as assigned.

Qualifications

• Four-year college degree preferred.
• Professional demeanor consistent with the high standards of a UNESCO World Heritage Site and its leadership.
• High energy and flexibility to manage diverse responsibilities and multiple tasks in a fast-paced environment.
• Demonstrated experience anticipating the needs of executive level staff and ensuring priorities and logistics are met.
• High degree of organization, attention to detail, and ability to multi-task.
• Exceptional writing and verbal communication skills, including the ability to draft and edit written materials and correspondence of a high quality.
• Excellent interpersonal skills, including the ability to interact with diverse internal and external constituents, including international parties.
• Leadership and teamwork skills.
• High level computer skills: Outlook, PowerPoint, Word, Excel.

Benefits

• Excellent benefits package (including medical, dental, vision, 401(k) retirement savings plan plus 6% match, life insurance, and more!).
• Fitness club membership discount.
• Discount in the Monticello Café, gift shop, and Monticello online catalog.
• Employee Assistance Program (EAP) – free for employee and dependents.
• $500 employee referral bonus.