Now Hiring

Executive Administrator

ABOUT THE ROLE

The Executive Administrator runs the Vineyard Preservation Trust’s administrative office day to day, creating the structure and follow-through that help staff do their work well. This person keeps information moving, anticipates needs, resolves routine issues independently, and builds practical systems that serve a busy organization caring for 20 historic landmarks.

Working closely with the Executive Director, the Executive Administrator also coordinates executive and board administration and serves as a dependable point of contact for trustees, staff, vendors, and tenants. They understand how the details connect to the Trust’s broader work and take responsibility for seeing administrative priorities through to completion.

This role suits an experienced administrative professional who enjoys a fast pace, communicates warmly, and finds satisfaction in making an office work well. It combines independent ownership of daily office operations with thoughtful support for the Executive Director and colleagues across the organization.

AREAS OF RESPONSIBILITY

Office Administration and Daily Coordination

Own the daily functioning of the administrative office, ensuring it is organized, welcoming, and equipped to support the Trust’s work.

  • Manage visitor inquiries, the shared organizational calendar, coordinate meeting schedules, office needs, and internal administrative deadlines.
  • Maintain practical administrative procedures that make responsibilities clear and reduce repeated work.

Executive and Board Administration

Provide reliable administrative support to the Executive Director and coordinate board administration.

  • Work with the Executive Director on scheduling, meeting preparation, correspondence, and administrative follow-up.
  • Manage Board and committee meeting administration, including scheduling, notices, agenda, minute preparation, and follow-up
  • Coordinate new staff onboarding with supervisors and the Controller

Records, Technology, and Administrative Systems

Maintain accurate, accessible records and dependable office systems and coordinate outside technical support when needed.

  • Organize electronic and paper files, maintain contact and distribution lists, and coordinate archiving in accordance with the Trust’s approved records retention procedures.
  • Manage software subscriptions, renewals, equipment records, point-of-sale, online sales, registration, and ticketing platforms in collaboration with the staff responsible for those activities.
  • Serve as the primary administrative contact for the Trust’s outside IT provider, coordinating support requests and following issues through to resolution.

Property and Program Administration

Coordinate administrative details.

  • Serve as the administrative contact for tenant inquiries
  • Maintain key inventories and access records in coordination with property staff.
  • Provide administrative and logistical support for Trust-produced events, coordinating priorities with the Executive Director and event staff.

Grant Administration and Development Support

Keep grant applications, reporting deadlines, and supporting records organized and current.

  • Maintain the grant calendar, submission requirements, reporting deadlines, and complete grant files.
  • Assemble applications and reports using approved narrative and financial information supplied by the responsible staff members.

QUALIFICATIONS

The ideal candidate brings at least five years of relevant experience in executive support, office management, or nonprofit administration, including responsibility for daily office operations and experience working with senior leadership or a governing board.

We are looking for someone who:

  • Takes ownership of their work, anticipates needs, and follows through
  • Exercises sound judgment, resolves routine issues independently
  • Writes clearly and accurately and communicates with warmth and professionalism.
  • Manages competing priorities
  • Handles confidential information with care.
  • Is proficient with Microsoft Office and Google Workspace and comfortable learning and administering other platforms.
  • Enjoys working across a small team and creating systems that make everyone’s work easier.

SCHEDULE AND LOCATION

This is a full-time, year-round in-person position based at the Trust’s office in Edgartown. Some evening and weekend availability for board meetings and seasonal events.

COMPENSATION AND BENEFITS

Compensation starts at $75,000+ annually, with the final salary based on experience and qualifications. The Trust offers health insurance, a 401(k) plan, and a generous paid time off package.

TO APPLY

Please email a resume and brief letter of interest to news@mvpreservation.org, with “Executive Administrator” in the subject line. We review applications as they arrive, and the position remains open until filled.