Description

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation. Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, and a renowned research library, the John D Rockefeller Jr Library. Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

Provides administrative support and coordination for Educational Conferences & Travel, working directly with Manager on planning, prep, and execution of events as assigned, with a heavy focus on guest experience, communication, and marketing support.

Essential Functions:

1. Supports the office in the planning and execution of on-and-offsite programs. Work includes, but is not limited to:
   • Assisting with the creation of and maintaining invitation and response lists;
   • Assisting with preparation for print and digital save-the-dates, invitations, name badges, advertising documents (such as brochure mailers), emails for pre-and-post-event communication, event programs, and other materials for attendee packets,
   • When necessary, provides staff support at on-site events, including set-up and removal of conference materials, guest and staff check in and directional assistance.
2. Assists in maintaining operation plans for events and implementing logistical requirements and other related activities as necessary.
3. Assists with scheduling volunteers and recruiting staff volunteers to assist with events
4. Provides telephone and email coverage for Educational Travel and Conferences registrations and general inquiries, including but not limited to:
   • Answering questions and completing registrations over the phone or via email (requires an understanding of the events, programs, and procedures)
   • Proving basic and reasonable ‘tech support’ for virtual attendees
5. Assists with building necessary web components for events within event management system, including (but not limited to):
   • Registration Paths
   • Front-facing informational site for registration
   • Streaming platform components for virtual attendees
   • Email communications (before, during, and post-conference)
   • Post- Conference Surveys
6. Organizes and maintains files and forms pertaining to Educational Travel and Conferences, such as:
   • Scholarship Applications
   • Survey Results
   • Forms necessary for information gathering (presentations, workshops, bus trips)
7. Handles routine correspondence, may schedule meetings pertaining to Educational Travel and Conferences
8. Performs other related duties as required.

Supervision to be Exercised:

Indirect: May provide direction to volunteers and staff assisting with staffing events.

Position Type:

Regular/FT: 37.5 hours per week

Must be able to work beyond 37.5 hours per week as required for events

Required and Preferred Education and Experience:

Required:

Knowledge, skills and abilities generally gained through a high school education/GED plus 3-5 years progressively responsible administrative/events experience. Proficiency in Excel and Word and experience in database management. Guest/Customer service experience, and proven communication skills with both in-person and remote guest correspondence and recovery.

Preferred:

Experience using Cvent Event Management or other similar web-based registration system. Experience with graphic design (such as Canva) and familiarity with print and digital publications. Experience with virtual programming and/or assisting others with minimal ‘tech support’ over the phone/email. Familiarity with Colonial Williamsburg policies, brand, and mission.

Qualifications:(List minimum knowledge, skills, and abilities to perform the job successfully.)

• Must be proficient in Microsoft Office Suite (including but not limited to Excel, Word, Teams, Sharepoint and Powerpoint).
• Must be comfortable working with online web-based registration systems.
• Ability to communicate well orally and in writing.
• Excellent skills in the proper use of the English language and proofreading; ability to plan, coordinate and work independently, exercise sound judgment, confidentiality, and discretion; ability to establish and maintain productive working relationships, to understand and follow instructions, to adapt to changing work priorities and perform duties under pressure.
• Ability to interact comfortably with guests, donors, and other constituents.