Executive Assistant

About Us:

Are you seeking a fun, unique and interesting work environment? Consider working at the National Museum of the Marine Corps - a lasting tribute to U.S. Marine Corps history, traditions and culture, where visitors engage in exciting and immersive experiences as seen through the eyes of Marines.

Marine Corps Heritage Foundation is seeking an Executive Assistant to provide high-level administrative, operational, and programmatic support to the President/CEO and COO, ensuring efficient coordination of executive activities, donor relations, and organizational initiatives. The role serves as a key liaison between leadership, board members, department leads, donors, and external partners; manages donor recognition programs and monument projects; and oversees planning for Board of Directors meetings and special events. Additionally, the position collaborates closely with Development Department, Marine Corps officials, as well as internal teams to maintain MCHF and USMC standards across all departments, recognition efforts and memorial programs.

Location/Schedule:

Fully in-person: This is an in-person position located at 1775 Semper Fidelis Way, Triangle, VA 22172. There will be occasional work evenings or weekends for special events or board meetings. Some travel is required.

Responsibilities:

• Facilitate, improve, and manage the flow of information, correspondence, and office activities/events to and from and/or involving the President/CEO and COO
• Performs clerical and administrative tasks including drafting letters, memos, reports, travel and other documents for President/CEO and COO
• Update and maintain the calendar, schedules, and travel for President/CEO and COO
• Assist President/CEO and COO with special projects
• Maintain contacts and relationships with Founders/High dollar donors and their assistants, Marine Corps Leadership and their staff, and MCHF Board of Directors and Assistants
• Coordinate naming opportunities for major gifts and icon artifacts
• Coordinate donor recognition and maintain donor files for major donors such as, Commandant Circle and Friends of the National Museum of the Marine Corps, 2025 Legacy Society and Semper Fidelis Memorial Park
• Collaborate closely with the Development team to support fundraising and donor engagement initiatives.
• Oversee and manage Semper Fidelis Memorial Park maintenance and Tim Day Recognition Programs, including plaques, trees, monuments, rally points, walkways and trails.
• Work with President/CEO and NMMC Director for approval of plaques, monuments and rally points
• Plan and organize semiannual Board of Directors meetings, including all slide preparations, disbursement of materials and arranging hotels, events, food, AV, IT
• Communicate with all Board members on Foundation related activities and meeting needs
• Proactively assist other MCHF employees
• Accomplish all tasks appropriately assigned or requested

Requirements:

Education/Experience:

• High School diploma or GED
• Minimum of 5 years of progressively responsible administrative or project management experience, preferably in a nonprofit, foundation, or development/fundraising environment
• Experience working with senior executives, board members, and high-level donors is strongly preferred
• Background in event coordination, donor recognition programs, or facilities/monument management a plus
• Demonstrated experience working with Military or Marine Corps personnel desired

Technological Skills:

• Proficient in Microsoft Office, specifically Word and PowerPoint
• Proficient in Google Workspace, specifically Gmail, Calendar, Meet, Chat, and Drive
• Ability to learn new or updated software
• Working knowledge of Outlook, Project & Publisher, and Raisers’ Edge desired

Required Knowledge and Skills:

• Excellent written and verbal communication skills; able to prepare professional correspondence, reports, and presentations
• Strong interpersonal skills and professionalism in interacting with executive leadership, donors, and military and government representatives
• Professional demeanor, strong work ethic, resourceful, and ability to maintain confidentiality
• Proven ability to handle sensitive and confidential information with discretion
• Ability to work both independently and collaboratively across departments
• Ability to work in a fast-paced environment
• Detail-oriented with a commitment to accuracy, quality, and follow-through
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines
• Ability to adapt and be flexible to rapidly changing circumstances and priorities
• Ability to be tactful in sensitive situations

EEO Statement:

The Marine Corps Heritage Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, disability status, or any other classification protected by law.

Employment Conditions:

Applicants who are selected for employment will be required to verify authorization to work in the United States. Offers of employment will be contingent upon passing a post-offer background check.

Environment and Physical Conditions:

The environmental factors and/or physical requirements of this position include the following: While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations; and the ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-20 pounds. Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard. The employee frequently is required to be in one position for long periods of screen use, reach with hands and arms, and talk and hear both in person and over devices. The employee interacts in close spaces and frequently with other workers, vendors, and clients. May be in situations which require conflict resolution. The position works in an office environment with artificial light and air.