Now Hiring

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 the main telephone line, general email account, mail, deliveries, supplies, and visitor inquiries, responding directly or connecting people with the appropriate staff member.
• Maintain the shared organizational calendar and coordinate meeting schedules, office activities, and internal administrative deadlines.
• Manage office vendors and service providers, track outstanding requests, and follow through on service issues.
• Develop and 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 and new staff onboarding. Keep meetings, communications, and records organized.

• Coordinate the Executive Director’s scheduling, meeting preparation, correspondence, and administrative follow-up.
• Manage Board and committee meeting administration, including scheduling, notices, agenda and minute preparation, and follow-up with the Executive Director and committee chairs.
• Maintain trustee and committee rosters, terms of service, governance records, and the annual board book, and serve as a responsive, discreet contact for trustees.
• Coordinate new staff onboarding with supervisors and the Finance Director.

Records, Technology, and Administrative Systems

Maintain accurate, accessible records and dependable office systems. Help staff use shared resources effectively 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.
• Identify gaps in administrative processes and implement improvements in consultation with the Executive Director and relevant colleagues.

Property and Program Administration

Coordinate administrative details supporting the Trust’s properties and programs, keeping requests organized and connecting staff, tenants, and vendors with the information and materials they need.

• Serve as the administrative contact for tenant inquiries, route maintenance or lease matters to the responsible staff member, and track follow-up.
• Maintain key inventories, access records, parking permissions, and property signage records in coordination with property staff.
• Provide agreed 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. Coordinate information from staff to assemble complete applications and reports, and provide administrative support for donor appeals.

• 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.
• Support the administrative production and mailing of donor appeals in coordination with development and marketing staff.

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 without repeated reminders.
• Exercises sound judgment, resolves routine issues independently, and recognizes when a decision needs the Executive Director’s attention.
• Writes clearly and accurately and communicates with warmth and professionalism.
• Manages competing priorities while maintaining dependable records and meeting deadlines.
• 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 position based at the Trust’s administrative office in Edgartown. The role requires regular in-person work on Martha’s Vineyard, travel among Trust properties as needed, and some evening and weekend availability for board meetings and seasonal events.

COMPENSATION AND BENEFITS

Compensation starts at $70,000+ 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.

ABOUT THE ROLE

The Carnegie Operations Associate oversees the daily operations of The Carnegie Heritage Center and coordinates visitor operations at the Vincent House. This person ensures spaces are ready, staff and volunteers are prepared, and visitors receive a warm welcome and a well-organized experience.

Working closely with Programming and Curatorial & Education staff and colleagues across the Trust, the Manager brings programs, exhibitions, tours, and events to life through thoughtful preparation and dependable on-site coordination. Programming and curatorial colleagues lead content, Marketing leads promotion and membership strategy, and this person makes sure the people, spaces, and systems are ready to deliver those plans.

This role suits someone who enjoys working with people, takes initiative, and finds satisfaction in making things run well. It combines staff and volunteer leadership with regular front desk coverage, practical problem-solving, and enthusiasm for sharing the Island’s history.

AREAS OF RESPONSIBILITY

Site Readiness and Daily Coordination

Own the daily readiness of The Carnegie and coordinate visitor operations at the Vincent House, ensuring each location is welcoming, staffed, and prepared for scheduled activities.

• Coordinate opening and closing, daily checks, and visitor-space preparation for tours, programs, and events.
• Maintain six-day front desk coverage at The Carnegie, including regular personal shifts and reliable backup arrangements.
• Serve as the day-to-day contact for Property & Facilities, document building needs, and follow requests through to resolution.
• Troubleshoot routine equipment and technology issues, arrange technical support, and bring larger concerns to the appropriate colleague.
• Coordinate routine purchases and service providers within approved budgets and delegated authority.

Staff and Volunteer Leadership

Build and support a dependable visitor-facing team, ensuring staff and volunteers understand their responsibilities and feel prepared to represent the Trust.

• Recruit, onboard, train, schedule, and supervise front desk staff, seasonal docents, proctors, tour educators, interns, and volunteers.
• Maintain clear schedules, communicate assignments and changes, and arrange coverage when needed.
• Prepare team members to explain the Trust’s mission, landmarks, programs, and membership benefits.
• Coordinate historical-content training with Curatorial & Education staff and provide ongoing guidance on visitor service.

Visitor Experience and Membership Support

Create a welcoming and informative experience that helps visitors connect with the Island’s history and the Trust’s work.

• Maintain consistent visitor service across admissions, tours, programs, and events, responding thoughtfully to questions and concerns.
• Work with Marketing to prepare staff to explain membership options, honor member benefits, and support agreed-upon on-site membership goals.
• Keep signage, visitor materials, directions, and service information accurate and current.
• Gather visitor and staff feedback and make practical improvements to the experience.

Program, Event, and Marketing Coordination

Coordinate staffing, spaces, and logistical details so colleagues’ plans are delivered effectively on site.

• Organize setup, equipment, vendor access, staffing, room turnover, and breakdown for programs, events, and rentals, providing hands-on help as needed.
• Work with Programming, Curatorial & Education, and Special Projects colleagues to prepare for exhibitions, tours, and seasonal transitions.
• Provide Marketing with timely, accurate hours, event details, visitor information, and schedule changes for promotional materials, online listings, and the organizational calendar.
• Support event and sponsorship colleagues with on-site arrangements and delivery of agreed visitor and sponsor experiences.

Ticketing, Reporting, and Carnegie Readiness

Maintain dependable front desk systems and accurate reporting, and use quieter periods to prepare the team and spaces for the season ahead.

• Oversee admissions, ticketing, point-of-sale systems, and cash-handling procedures.
• Prepare accurate weekly sales, visitor, tour, and program attendance reports, and provide site data for grant applications and reporting.
• Use seasonal downtime for recruitment, training, administrative improvements, and refreshed visitor materials.
• Work with Programming and Curatorial & Education staff during winter closures to prepare spaces and support exhibition turnover for the next season.

QUALIFICATIONS

The ideal candidate brings relevant experience in visitor services, hospitality, museums, historic properties, or event operations, with responsibility for coordinating people and daily activities.

We are looking for someone who:

• Takes ownership, anticipates needs, and follows through on details.
• Organizes staffing, schedules, and event logistics with care and consistency.
• Communicates warmly and clearly with visitors, colleagues, volunteers, and vendors.
• Enjoys training and supporting others and setting clear expectations.
• Resolves routine problems independently and recognizes when to seek help.
• Is comfortable with ticketing, point-of-sale systems, shared calendars, and learning new technology.
• Enjoys hands-on work and is interested in Martha’s Vineyard’s history and community.

Experience supervising staff and volunteers is preferred.

SCHEDULE AND LOCATION

This is a full-time, year-round position based at The Carnegie Heritage Center, with responsibilities at the Vincent House. The schedule includes at least four days of on-site work weekly, regular front desk coverage, and evening, weekend, and holiday availability during the operating season and around events.

The Carnegie operates 10 months of the year. During brief winter closures, staff work from the Trust’s main office and prepare for the next season.

The role involves extended periods of standing and walking, stairs in historic buildings, and occasional lifting and carrying of event equipment and materials.

COMPENSATION AND BENEFITS

Compensation starts at $55,000+ 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 “The Carnegie” in the subject line. We review applications as they arrive, and the position remains open until filled.