Administrator, Organizational Culture

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 89 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, The Bob and Marion Wilson Teacher Institute, 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 five million people visit Williamsburg and another 20 million engage with us digitally.

About the Position

The Administrator, Organizational Culture serves as the primary administrative partner to the Vice President, Human Resources, Organizational Culture, and as a point of administrative coordination for the overall Human Resources department. The position also provides direct support to the Director, Learning and Development, the Director, Volunteer Programs, the Manager, Employee Engagement, and the Manager, Guest Experience.

The position supports the Colonial Williamsburg Volunteer Program, which includes 800+ volunteers. The role supports departmental effectiveness through delegated decision-making authority and substantive recommendations on significant departmental matters, while ensuring that executive priorities and day-to-day operations are well coordinated.

The Administrator, Organizational Culture exercises informed independent judgment within delegated authority. The position evaluates competing departmental priorities and determines which matters require the Vice President’s direct attention and which can be addressed by other departmental leaders. The role monitors significant initiatives and recommends corrective actions when implementation is at risk. Responsibilities also include evaluating departmental expenditures and vendor arrangements, improving administrative processes, and representing Organizational Culture in designated cross-functional discussions. Traditional executive support remains part of the role.

Because the position works closely with Human Resources leadership and may have access to employee, organizational, financial, and executive information, a high degree of discretion and confidentiality is essential. Success also requires a service-oriented approach, strong attention to detail, comfort working across a large and complex organization, and the ability to create administrative structure that allows department leaders to focus on strategic and operational priorities.

Main Duties

Responsibilities include but are not limited to

Executive Support to the Vice President

Provide high-level administrative support to the Vice President, Human Resources, Organizational Culture. Anticipate scheduling, meeting, information, and follow-up needs. Help organize priorities, prepare materials in advance of meetings, coordinate communications, and ensure that commitments requiring administrative action are completed accurately and on time.

Department Leadership Support

Provide coordinated administrative support to the Director, Learning and Development, the Director, Volunteer Programs, the Manager, Employee Engagement, and the Manager, Guest Experience. Evaluate competing departmental requests and make substantive recommendations concerning priorities and resource needs. Within delegated authority, determine which matters require the Vice President’s direct attention and which should be addressed through other departmental leaders. Maintain practical systems that support efficient work and consistent follow-through.

Calendar and Priority Management

Manage a complex calendar for the Vice President and provide scheduling support for department leaders as needed. Coordinate internal and external meetings, resolve conflicts, and protect time for priority work. Ensure that participants receive accurate meeting information and supporting materials. Exercise independent judgment in evaluating departmental priorities and determining the urgency of requests, including when direct executive attention is required.

Meeting and Department Coordination

Coordinate department meetings, leadership meetings, work sessions, and other recurring or special meetings. Prepare agendas and materials, reserve rooms, arrange technology and refreshments when appropriate, capture decisions and action items when requested, and maintain follow-up records so responsibilities and deadlines remain clear.

Correspondence, Presentations, and Executive Materials

Draft, format, proofread, and prepare correspondence, reports, presentations, briefing materials, meeting notes, and other documents for the Vice President and department leaders. Maintain a high standard for accuracy, tone, formatting, and organizational consistency. Support the preparation of materials for executive leadership, employee audiences, training programs, and cross-functional partners.

Learning and Development Program Administration

Support the Director, Learning and Development with the administrative delivery of employee and leader development programs. Coordinate schedules, room reservations, participant communications, registrations, rosters, training materials, facilitator needs, virtual meeting links, attendance records, and post-program follow-up. Help maintain accurate program calendars and documentation.

Orientation and Employee Learning Logistics

Provide administrative and logistical support for employee orientation and other recurring learning programs. Coordinate presenter schedules, participant lists, communications, materials, room setup, technology, supplies, and attendance tracking. Help ensure that programs begin on time, participants receive clear information, and administrative details are completed consistently from session to session.

Employee Engagement Program Support

Support the Manager, Employee Engagement with the administrative coordination of employee engagement, appreciation, recognition, and related programs. Assist with schedules, invitations, participant and honoree information, event logistics, purchasing, vendor coordination, materials, records, and communications. Maintain accurate information and protect confidential employee details when involved in recognition or engagement activities.

Guest Experience Administrative Support

Support the Manager, Guest Experience with scheduling and administrative follow-through related to guest experience initiatives. Organize feedback reports and service-related materials, and coordinate cross-functional meetings and field activities. Evaluate administrative issues affecting implementation and recommend corrective actions within delegated authority. Refer substantive guest experience analysis and operational decisions to the responsible leader.

Department Project Coordination and Follow-Through

Monitor significant departmental initiatives across Learning and Development, Employee Engagement, Guest Experience, and Volunteer Programs. Maintain project trackers and shared planning documents, obtain updates from responsible owners, and evaluate progress against agreed objectives. Identify issues that may affect successful implementation and recommend corrective actions to the Vice President or responsible leader. Coordinate work across departmental functions and exercise judgment in determining when unresolved issues require senior leadership attention.

Event and Convening Logistics

Coordinate logistics for department-sponsored meetings, workshops, employee events, leadership sessions, and other convenings. Arrange facilities, technology, catering, supplies, signage, participant communications, vendor access, and related needs. Support onsite execution when required and help resolve routine logistical issues promptly and professionally.

Budget, Procurement, and Invoice Administration

Support departmental financial administration by preparing and tracking purchase requests, invoices, contracts, and payment documentation. Evaluate designated departmental expenditures and vendor arrangements within delegated authority, identify potential budget concerns, and make substantive recommendations concerning the effective use of available resources. Assist with budget tracking and reconciliation, maintain organized records, and coordinate with Finance and Procurement to resolve discrepancies. Obtain required approvals in accordance with Foundation policies.

Travel and Expense Administration

Coordinate travel arrangements for the Vice President and provide travel support to department leaders when requested. Prepare itineraries, confirmations, registrations, and supporting documentation. Assist with expense reports, purchasing card reconciliation, receipts, and other travel or business expense requirements in accordance with Foundation policies.

Records and Confidential Information Stewardship

Create and maintain well-organized electronic and physical records for the department, including meeting materials, program records, contracts, administrative files, project documents, and other business records. Apply appropriate access controls and retention practices. Handle employee information, executive materials, financial information, and other sensitive records with strict discretion.

Department Communications and Inquiry Management

Serve as a professional point of contact for employees and other internal or external partners seeking assistance from the department. Monitor assigned departmental communication channels and evaluate incoming matters to determine appropriate ownership. Exercise judgment in resolving departmental administrative issues within delegated authority and determining when matters require escalation to the Vice President or another senior leader. Ensure that inquiries receive appropriate follow-through.

Technology, Systems, and Data Support

Use Microsoft 365, Teams, and other departmental systems to support scheduling, collaboration, document management, presentations, reporting, and program administration. Provide routine administrative support for learning management, survey, registration, project management, SharePoint, or related systems as assigned. Run standard reports, maintain accurate records, and refer technical or policy issues to the appropriate subject matter expert.

Vendor and External Partner Coordination

Coordinate with consultants and other external partners supporting Organizational Culture work. Confirm schedules and program requirements, collect required documentation, and support contracting and payment processes. Evaluate designated vendor arrangements for alignment with departmental needs and available resources, identify concerns, and recommend adjustments to the appropriate leader. Refer commitments requiring approval through established Foundation processes.

Office Operations and Administrative Continuity

Help maintain efficient department operations by coordinating supplies, shared resources, files, meeting spaces, equipment requests, and other administrative needs. Develop repeatable procedures for recurring work and provide coverage or continuity information when department leaders or administrative partners are unavailable.

Cross-Functional Liaison and Service

Build productive working relationships across Human Resources and other Foundation functions. Represent Organizational Culture in designated cross-functional discussions on behalf of the Vice President. Exercise informed judgment in resolving departmental administrative issues and make substantive recommendations on coordination needs. Determine when matters exceed delegated authority or require escalation to the Vice President or another senior leader.

Process Improvement and Special Projects

Evaluate existing departmental administrative processes and recommend improvements affecting how the department operates. Assess opportunities to reduce avoidable delays and strengthen coordination across departmental functions. Implement approved changes and monitor their effectiveness. Carry out special projects assigned by the Vice President or department leaders, exercising independent judgment within delegated authority as Organizational Culture priorities evolve.

Volunteer Programs Support

Provide direct administrative support to the Director, Volunteer Programs and the Colonial Williamsburg Volunteer Program, serving 800+ volunteers. Coordinate program calendars and volunteer communications, and support recruitment and onboarding activities. Maintain volunteer records and assist with training logistics, recognition activities, and program documentation. Coordinate administrative follow-through with Volunteer Programs leaders and supervisors.

Monitor program initiatives, identify administrative issues affecting implementation, and recommend improvements that support effective coordination across a large volunteer program. Handle volunteer information with appropriate confidentiality and escalate issues requiring leadership attention.

This job description reflects the general responsibilities of the position and is not intended to be an exhaustive list. Duties and responsibilities may evolve over time based on operational needs.

Required & Preferred Qualifications

Bachelor's degree in Business Administration, Human Resources, Organizational Leadership, Communication, Hospitality, Education, or a related field preferred, or an equivalent combination of education and relevant professional experience.

Minimum of 5 years of progressively responsible administrative experience, including experience supporting a senior leader, executive, or multiple department leaders in a complex professional environment.

Demonstrated experience evaluating competing departmental priorities and exercising informed independent judgment within delegated authority, including determining when significant matters require executive attention.

Experience supporting meetings, training programs, workshops, employee events, or other programs that require detailed logistics, participant communication, materials preparation, and follow-through.

Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or comparable collaboration and document-management tools.

Experience with Learning Management Systems, Human Resources Information Systems, survey platforms, registration tools, project-management tools, or related business systems preferred.

Experience preparing and proofreading executive correspondence, reports, presentations, briefing materials, agendas, and other professional documents.

Experience evaluating departmental expenditures and vendor arrangements, identifying budget concerns, and recommending effective resource use, together with experience in purchasing and related financial administration.

Demonstrated ability to maintain confidentiality and use sound judgment when working with employee information, executive communications, financial information, organizational plans, and other sensitive material.

Strong organizational and time-management skills with consistent attention to detail, accuracy, deadlines, and follow-through.

Excellent written and verbal communication skills and the ability to provide calm, responsive, professional service to employees, leaders, vendors, and other stakeholders.

Ability to work independently and make substantive recommendations on significant departmental matters. Demonstrated ability to evaluate implementation risks and recommend corrective actions, while recognizing the limits of delegated authority and escalating matters appropriately.

Experience in Human Resources, Learning and Development, Organizational Culture, employee engagement, guest experience, hospitality, cultural attractions, museums, higher education, nonprofit organizations, or another mission-driven environment preferred.

Ability to work collaboratively with people at different levels of the organization and to support occasional programs or events outside normal office routines when business needs require it.

Physical and Environmental Demands

Physical Activity

Frequency

Stand

Walk

Occasionally

Sit

Constantly

Use hands/fingers

Constantly

Climb or balance

Stoop/kneel/crouch/crawl

Occasionally

Reach with hands/arms

Occasionally

Talk or hear

Constantly

Lifting up to 10 lbs.

Occasionally

Lifting up to 25 lbs.

Occasionally

Lifting up to 50 lbs. (with assistance)

Rarely

Lifting up to 100 lbs. (with assistance)

Rarely

More than 100 lbs. (with assistance)

Rarely

Wet/humid conditions

Rarely

Work near moving mechanical parts

Rarely

Fumes/airborne particles

Rarely

Extreme cold

Rarely

Extreme heat

Rarely

Risk of electrical shock

Rarely

Driving requirement

N/A

Compensation Disclaimer: The compensation listed below for this position represents the anticipated hiring range and is provided in accordance with Virginia pay transparency requirements. Actual compensation will be determined based on factors such as the selected candidate’s skills, qualifications, experience, education, certifications, internal equity, and the specific requirements of the role.

Range: $58,200 - $72,800/year