Executive Assistant Supporting USCG Museum

Description

Ruchman and Associates, Inc. (RAI) is seeking an Executive Assistant to provide senior-level administrative and operational support to the National Coast Guard Museum Director. The Executive Assistant will manage a high-volume calendar, coordinate official correspondence and meeting preparation, support travel and executive events, and maintain accurate records and action-item tracking. The position requires exceptional organization, discretion, judgment, and the ability to anticipate leadership needs in a fast-paced museum environment.

Responsibilities:

• Manage the Museum Director’s high-volume calendar, resolve scheduling conflicts, prioritize meeting requests, and provide adequate preparation and transition time.
• Organize incoming correspondence and messages, prepare draft responses within approved authority, and flag matters requiring Government action.
• Assemble agendas, biographies, background materials, approved talking points, invitations, memoranda, and briefing packages for meetings and events.
• Maintain meeting records, decision logs, action-item trackers, project milestones, dependencies, and status information to support timely executive decisions.
• Support information flow among museum leadership, Government offices, the Contractor Program Manager, and authorized stakeholders without independently directing Federal staff.
• Coordinate complex official travel, visitor itineraries, speaking engagements, and protocol-sensitive events involving senior Government officials, military leaders, dignitaries, community leaders, and invited guests.
• Prepare travel and expense documentation and maintain supporting records in accordance with Government and Contractor procedures; do not certify or approve Government expenditures.
• Support discrete administrative projects, including staff meetings, annual-report production, executive events, and other leadership priorities.
• Maintain organized executive-office files and records using Microsoft 365, Teams, SharePoint, and applicable records-management systems.
• Handle sensitive, personal, procurement-sensitive, and other protected information with appropriate discretion.

Qualifications:

• A bachelor's degree in business administration, Public Administration, Communications, Management, or a related field.
• At least 5 years of progressively responsible administrative experience supporting senior executives or Government leadership.
• Demonstrated experience managing complex executive calendars, meeting preparation, official correspondence, records, and action-item tracking.
• Advanced proficiency in Microsoft 365 applications, particularly Outlook, Word, PowerPoint, Teams, and SharePoint.
• Excellent written and verbal communication skills, with experience preparing professional correspondence, memoranda, invitations, meeting materials, and briefing documents.
• Experience coordinating official travel, executive visits, speaking engagements, and protocol-sensitive events.
• Ability to manage multiple priorities, anticipate leadership needs, identify schedule conflicts, and complete assignments with limited supervision.
• Strong judgment and discretion when handling sensitive information.
• Familiarity with Government executive-office workflows, records-management requirements, and military or Federal protocol is highly desirable.
• Experience supporting a museum, cultural institution, USCG, or DHS is highly desirable.

RAI is an equal opportunity/affirmative action employer and will not discriminate against any application for employment based on age, race, color, gender, national origin, religion, creed, disability, veteran status, marital status, sexual orientation, genetic information, military status, disability, or sex including pregnancy and childbirth or related medical condition or on any other basis prohibited by law. RAI participates in the E-Verify program to confirm the employment eligibility of all persons hired. This means that we will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. RAI. will not use E-Verify to pre-screen job applicants.