Reports to: Executive Office
Employment Status: Full-time, Non-exempt
Work Schedule: Generally comprises ten eight hour days in a two weeks period. Due to the nature of the position, the required work hours are Monday–Friday, 9 a.m.–5 p.m.
Travel: 0 – 5%
About Hillwood
Hillwood Estate, Museum & Gardens welcomes over 100,000 visitors each year to experience the beauty of our formal gardens, art collections, and the legacy of our founder, Marjorie Merriweather Post. Inspired by her spirit, Hillwood is a place where history, artistry, and hospitality converge.
We are seeking a talented and ambitious Administrative Assistant to join our Executive Office—someone who brings precision and warmth to every interaction and is excited to grow alongside our leadership team.
About the Role
Reporting to the Executive Administrator, the Administrative Assistant serves as a vital partner to Hillwood’s Executive Office. In this role, you will ensure the smooth and efficient day-to-day operations of the office while supporting the Executive Director and leadership team.
You will coordinate high-priority scheduling, correspondence, and logistics while serving as a professional and welcoming point of contact for staff, stakeholders, and Trustees. As you build trust and institutional knowledge, you will take on increasingly complex responsibilities—including support for Board of Trustees meetings, governance documentation, and Executive Director initiatives.
This role is ideal for someone ready to contribute immediately while growing into broader responsibilities over time.
What You’ll Do
- Provide comprehensive administrative support to the Executive Office, including managing complex calendars, coordinating meetings, and handling daily office operations
- Serve as a professional first point of contact—fielding calls, emails, mail, and in-person inquiries with discretion and a welcoming presence
- Prepare, proof, and distribute correspondence, reports, Board materials, and executive communications, including contributions to the Executive Director’s report and internal staff updates
- Support Board of Trustees and committee meetings by coordinating logistics, preparing materials, taking minutes, and maintaining governance records
- Manage office operations such as mail distribution, shipping (USPS/FedEx), supply inventory, conference room scheduling, and full meeting setup—including technology and refreshments
- Process expense reports, payment requests, and maintain organized electronic and physical filing systems with a high degree of accuracy
- Maintain and update internal systems including SharePoint (staff portal, directories) and Tessitura, supporting data entry and reporting needs
- Coordinate cross-departmental communication to obtain approvals, signatures, and documentation, ensuring records are properly organized and archived
- Assist with internal and external communications, including staff updates, newsletters, and special mailings such as holiday cards
- Support event and meeting logistics, including coordinating catering, preparing spaces, and ensuring smooth execution
- Handle confidential records and information with the highest level of professionalism and integrity
- Partner with colleagues across departments, vendors, and leadership—including the Executive Director and Board stakeholders—to support institutional priorities
- Contribute to special projects, grant-related coordination, and Executive Office initiatives as needed
What You’ll Bring
- Strong administrative experience, ideally within a museum, cultural, nonprofit, or mission-driven environment
- Exceptional organizational skills with the ability to manage multiple priorities and maintain accuracy
- Clear, professional communication skills and the ability to build strong relationships across teams
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and comfort learning new systems
- A high level of discretion, dependability, and professionalism when handling confidential information
- A proactive, solutions-oriented mindset with the ability to work independently and adapt to changing priorities
- A collaborative, customer service-oriented approach to working with colleagues, leadership, and external stakeholders
- A genuine interest in Hillwood’s mission and a desire to contribute to a welcoming, inclusive workplace
A Role with a Future
We are committed to developing talent from within. The right candidate will have the opportunity to deepen their expertise across governance support, executive operations, and institutional leadership—positioning themselves for advancement within Hillwood’s Executive Office over time.
About Us
Hillwood Estate, Museum & Gardens is deeply committed to fostering a positive, inclusive, and engaging workplace where all voices are heard and where staff and visitors of all backgrounds can be inspired by the life of Marjorie Merriweather Post.
What We Offer
- A collaborative and inspiring work culture
- Hybrid work flexibility
- Opportunities for professional growth and development
- Comprehensive health coverage with HSA contributions up to $3,000 annually
- Retirement savings plan
- Life and disability insurance at no cost to you
- Metro commuter benefits up to $100 per month
- Generous paid time off—3 weeks’ vacation, 80 hours sick leave, and 11 paid holidays
- Mental wellness support
- Discounts in the Museum Shop and Merriweather Café
- Free museum admission
- Casual Mondays
- Free on-site parking
Join Our Team
Hillwood is seeking applicants from all backgrounds and educational levels to ensure we bring the most creative and talented individuals to our team. We are an equal opportunity employer and encourage people who identify as Black, Indigenous, people of color, and individuals with marginalized identities to apply.
