Alexandra McVicar

Executive Assistant to The Senior Philanthropic Advisor

The Colonial Williamsburg Foundation, Williamsburg, Virginia

June 2023 – Present

Calendar Management: Schedule and coordinate meetings, appointments, and events. Managed the executive’s calendar, ensuring that appointments and meetings are well-organized and do not overlap.

Communication: Act as a liaison between the executive and other staff members, clients, or external partners. Handle phone calls, emails, and other correspondence, often prioritizing and responding on behalf of the executives.

Travel Arrangements: Plan and book travel arrangements, including flights, accommodations, and transportation. Prepare itineraries and ensure all travel-related details are organized.

Meeting Coordination: Organize and prepare for meetings, including arranging meeting spaces, preparing agendas, and taking minutes. Follow up on action items and ensure that relevant documents and materials are ready.

Document Management: Draft, review, and edit correspondence, reports, and other documents. Maintain and organize files and records, both physical and digital.

Project Management: Assist with or manage special projects and initiatives as assigned by the executive. Track progress and deadlines for various tasks and projects.

Office Management: Oversee office supplies and equipment, ensuring that everything is in good working order. Coordinate with other administrative staff and support functions as needed.

Confidentiality: Handle sensitive information with discretion and confidentiality. Manage and protect the executive’s personal and professional data.

Problem-Solving: Address and resolve issues or conflicts that arise in the course of work. Provide solutions to ensure smooth operations and support for the executive’s needs.

Team Management: Act as direct manager for a team of 3 Executive Assistants. Oversee daily operations, set objectives, and evaluate performance to enhance team effectiveness.

Talent Development: Mentor and coach Executive Assistants to help them achieve their long-term career goals. Develop and implement talent development programs, facilitating growth opportunities within and beyond the current team.

Program Enhancement: Collaborate with senior leaders to expand and refine the talent development program for Executive Assistants. Focus on aligning individual career paths with organizational needs and opportunities.

Strategic Support: Work closely with senior management to ensure alignment of administrative support with organizational priorities and strategic goals.

Calendar and Scheduling Management: Arrange and manage the executive’s daily calendar, including meetings, appointments, and personal commitments.

Meeting Coordination: Schedule and coordinate meetings with internal and external stakeholders and manage meeting invitations and confirmations.

Communication Handling with Email Management: Monitor, prioritize, and respond to emails on behalf of the executive.

Phone Management: Screen and handle phone calls, take messages, and route calls to appropriate parties.

Correspondence: Draft and edit letters, reports, and other documents.

Travel Arrangements: Book flights, hotels, and transportation, and prepare detailed itineraries.

Expense Reporting: Manage and process travel expenses, including reimbursements and credit card statements.

Agenda Preparation: Prepare agendas, materials, and presentations for meetings.

Minute Taking: Attend meetings, take detailed minutes, and distribute them to relevant parties. Follow-Up: Track and follow up on action items and deadlines resulting from meetings.

Document Preparation: Create, format, and proofread reports, presentations, and other documents. Maintain and organize files, both physical and digital, ensuring easy retrieval and compliance with data protection regulations.

Research: Conduct research and compile information required for various projects and tasks.

Supplies Management: Order and manage office supplies and equipment.

Confidentiality: Handle confidential and sensitive information with utmost discretion and security.

Data Management: Ensure secure storage and proper disposal of confidential documents and information.

Interdepartmental Communication: Facilitate communication and collaboration between the executive and other departments or teams.

Skill Enhancement: Stay updated on the latest office technology, administrative best practices, and professional development opportunities.