Administrative Assistant

Administrative Assistant

The White House Historical Association is a non-profit, non-partisan educational organization founded in 1961 by First Lady Jacqueline Kennedy to enhance the understanding, appreciation, and enjoyment of the Executive Mansion. For more than sixty years, the Association has produced award-winning books on a wide range of subjects related to the history of the President’s House and has actively fulfilled its educational mission with robust educational programming and retail offerings. 

This is NOT a political position or a position with the United States Government. All proceeds from the sale of the Association’s books and products are used to fund the acquisition of historic furnishings and artwork for the permanent White House Collection, assist in the preservation of public rooms, and further its educational mission.

The association is seeking an Administrative Assistant to the President, The White House Historical Association

Position Summary: The Administrative Assistant role offers crucial support to the President, The White House Historical Association. This position demands a proactive individual capable of anticipating the administrative, travel, and budgetary needs of the President. Strong leadership, responsiveness, customer service, independent thinking, and sound judgment are essential in this dynamic and fast-paced team environment. This role involves handling sensitive information, interacting with stakeholders who require discretion, and representing the organization in a polished and respectful manner.

Responsibilities:

Scheduling:

• Manage the Presidents’ daily calendar, including internal and external meetings, appointments, travel arrangements, and special events.
• Resolve scheduling conflicts, prioritize requests, and confirm meeting details.
• Coordinate high-level meetings, ensuring the dissemination of necessary materials.

Administrative Support:

• Research and compile briefing materials for meetings, ensuring the President is fully prepared.
• Oversee incoming correspondence, prioritize items, and prepare/edit letters and memos.
• Maintain confidentiality of sensitive information and ensure timely access to required materials.

Travel & Expenses Management:

• Arrange detailed travel itineraries and briefings for visitors, coordinating with the President.
• Manage approval processes for the Presidents’ Office expenditures and reconcile travel expenses.
• Serve as a point of contact for the President.

Office Coordination:

• Answer and direct incoming calls, referring inquiries to the appropriate staff members.
• Prepare outgoing mail and packages and assist in setting up new appointments.
• Coordinate routine maintenance and service calls for office equipment.

General Support:

• Represent the President professionally, exercising administrative judgment and maintaining confidentiality.
• Perform additional duties as assigned, demonstrating flexibility and adaptability.

Requirements:

• Associate or bachelor’s degree preferred.
• Prior administrative experience in academic, business, research, or development settings.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Excellent organizational, communication, and interpersonal skills.
• Strong decision-making ability, with a proactive approach to problem-solving.
• Ability to maintain discretion, confidentiality, and high performance under pressure.

Job Details:

• Type: Full-time
• Compensation: This is a salaried position with competitive pay for D.C.  
• Benefits: 403(B), health, dental, vision insurance, paid time off, employee discounts
• Schedule: Monday to Friday, occasional weekends and holidays may be required
• Location: On-site

Candidates selected for this position must pass a full background and reference check.

To Apply:

Send cover letter describing your relevant experiences, and your resume in a single Word document or PDF to employment@whha.org The White House Historical Association is an equal opportunity employer.