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.
Summary:
The Special Assistant to the Vice President (VP) of IT at the Colonial Williamsburg Foundation will provide critical support in managing the IT department's diverse functions and initiatives. This role requires a highly organized, proactive, and tech-savvy individual capable of handling various tasks and projects with precision and professionalism. The Special Assistant will serve as a key liaison between the VP and other departments, ensuring effective communication and the smooth execution of the IT strategy and projects that support the Foundation's goals.
Essential Functions:
- Administrative Support:
- Manage the VP's calendar, schedule meetings, and coordinate travel arrangements.
- Acts as a gatekeeper and problem solver for concerns that arise at the level of the VP of IT.
- Prepare, edit, and organize correspondence, reports, presentations, files, and records, ensuring confidentiality and accessibility.
- Assists in the planning of employee activities.
- Schedule and coordinate all departmental meetings, functions, and travel arrangements.
- Financial Management Support:
- Works closely with the manager of IT Finance to participate in financial management processes, including purchasing, expense tracking, contract renewals, planning & budgeting, forecasting, cost optimization, and financial reporting.
- Compiles and analyzes financial information for the IT organization.
- Project Management:
- Manages special projects as designated by the VP.
- Collaborate with cross-functional teams to ensure project success.
- Track project timelines, deliverables, and milestones, regularly updating the VP.
- Communication and Liaison:
- Act as the primary point of contact for internal and external stakeholders on behalf of the VP.
- Acts as a liaison between all internal department function areas and other departments, addressing and resolving issues.
- Prepare and disseminate communications, including announcements, memos, and updates related to technology initiatives.
- Research and Analysis:
- Conduct research on industry trends, emerging technologies, and best practices relevant to the Foundation's needs.
- Analyze data and generate insights to support decision-making processes.
- Develop and provide briefings, summaries, and recommendations for the VP.
- Operational Support:
- Assist in the development and implementation of IT policies, procedures, and standards.
- Coordinate and support departmental meetings, including preparing agendas, taking minutes, and following up on action items.
- Manage special projects and initiatives as assigned by the VP.
- Strategic Support:
- Assist in developing and implementing the IT strategic goals.
- Participate in strategic planning sessions and contribute to long-term planning.
- Identify opportunities for process improvement and efficiencies.
Position Type:
Regular/FT
Required and Preferred Education and Experience:
Required: Ability to perform the duties of the position usually acquired through a bachelor’s degree in Information Technology, Business Administration, or a related field and five (5) years of experience in a similar role.
Preferred:
- Project management certification (e.g., PMP, CAPM) is a plus.
- Experience with project management tools (e.g., Jira, Trello) and collaboration platforms (e.g., Microsoft Teams).
- Knowledge of IT systems, SaaS, cloud, and emerging technologies.
Qualifications:
- Strong organizational and time management skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Ability to handle confidential information with discretion.
- Strong analytical and problem-solving skills.
- Ability to work independently and as part of a team in a fast-paced environment.
- Ability to lead, plan, organize, execute, prioritize, and monitor a variety of work projects.