Executive Assistant to Pres/CEO of Museum of Science/Tifft

The Buffalo Society of Natural Sciences (Museum of Science and Tifft Nature Preserve) is looking for a full-time Executive Assistant who will serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the President and CEO.

This position will function as a key partner to executive leadership by anticipating needs and proactively addressing issues, with appropriate but minimal direction and an emphasis on sound judgment, initiative, and confidentiality. This role encompasses strategic planning initiatives, supporting daily operations and special projects, with a focus on fostering relationships with staff, Board members, and external stakeholders. The Executive Assistant will support executive activities by vetting internal and external requests, directing assignments to appropriate staff, facilitating correspondence, and managing the President and CEO's budget, schedule and travel.

The successful candidate will be paid in the range of $52,000 to $57,000 per year, and will receive excellent benefits including paid time off, health insurance, 401K with company match, paid holidays and more. This position requires in-office work and will not be eligible for a remote working arrangement.

Essential Functions

• Provide direct administrative support to the President and CEO, including organizing and maintaining the effectiveness of the Executive Office and portraying a positive and professional image.
• Manage an extremely active schedule, working closely to keep the President and CEO and executive staff informed of upcoming commitments and requirements; makes travel arrangements as necessary.
• Develop rapport and regular communication with the staff and advance teams of donors, Board members, dignitaries, public figures, and elected officials.
• Communicate directly and on behalf of the President and CEO with other team members, Board members, stakeholders, vendors, and the public.
• Assist the President and CEO with presentations, talking points, correspondence, letters, and other communications.
• Exercise discretion and confidentiality at all times.
• Act as the primary liaison for Board members, connecting them with internal and external partners and providing relevant information and documentation.
• Maintain communication with Board of Managers, including drafting agendas, minutes, notices, and all other related correspondence.
• Support the Development Department with administrative responsibilities.
• Schedule, arrange, and facilitate donor tours, developing prep-materials, collateral, and visit itineraries.
• Serve as a backup member of the phone team, directing calls and responding to general Society inquiries on an as-needed basis.
• Prioritize conflicting needs, handle matters expeditiously, and proactively follow through on projects to successful completion under deadline pressures.
• Attend scheduled and assigned meetings to record, compile, transcribe and distribute minutes.
• Manage a portfolio of special projects to ensure progress towards planned objectives and established milestones.
• Additional duties as assigned

Education, Experience, Skills, and Qualities Required

• 5-7 years of relevant professional experience in an Executive Office setting; not-for-profit experience and Bachelor’s degree in related field preferred
• Strong computer skills and communication skills
• Familiarity with professional office procedures
• Strong computer skills, including MS Office, and virtual meeting platforms
• High attention to detail with the ability to manage multiple projects simultaneously
• Previous experience working with a Board of Directors a plus
• Ability to multi-task and work well with all levels of the organization
• Strong writing and proofreading skills
• Must have excellent customer service skills and demonstrate impeccable professionalism and discretion
• Desire to work in a fast-paced setting and produce experiences and products of the highest quality, as well as to sincerely enjoy work and colleagues

Physical Demands

• Sitting for long periods of time at a work desk/computer on a daily basis
• Regular attendance is an essential function of the job
• Flexibility to work a varied schedule – early mornings, evenings and occasional weekends necessary
• Position will require periodic evening and weekend work

Culture and Values

The Society’s culture is one of collaboration, collegiality, and teamwork. The Executive Office Administrator must have a desire to work in a mission-first and audience-centered culture following the Society’s core values of service, curiosity, collaboration, integrity, and inclusivity. The Executive Office and Administrator must intend to produce products and experiences of exceptionally high quality and to enjoy work and colleagues.

Equal Opportunity Employer

At the Buffalo Society of Natural Sciences, we believe that to achieve the greatest potential in opportunity, innovation, and discovery, as well as to reach the highest level of effectiveness and well-informed decision making, diversity of experience and viewpoints is paramount. Further, as a mission-first organization that seeks to be a welcoming and welcomed resource for all in our community, the Society strives to reflect the great diversity of those living in western New York. We encourage applications from individuals of all backgrounds and life experience. The Buffalo Society of Natural Sciences is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, or genetic information.

Job Type: Full-time

Pay: $52,000.00 - $57,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $52,000 - $57,000