Executive Assistant

Executive Assistant (Full-time) 

Position Summary 

The Executive Assistant to the CEO is responsible for providing support to empower the CEO to advance initiatives and focus on higher-level leadership activities. Essential responsibilities include Executive Office Management, Board Relations, and Administration. This position will perform varied and highly skilled administrative assistant duties, and as such the role requires excellent customer service in all transactions and interactions, ability to maintain confidentiality, attention to detail, critical thinking, and sound judgement. 

Responsibilities 

Provide direct administrative support to the CEO, including, but not limited to drafting and editing correspondence; helping develop presentations; scheduling calendar appointments; maintaining electronic and paper files including SalesForce (CRM database) and Quickbooks; keeping personal office supplies stocked; documenting expense reports; making travel arrangements; preparing for, greeting, and escorting the CEO’s visitors; maintaining Outlook contacts, etc. 

• Serve as the first point of contact for the CEO by responding to telephone, email and mail inquiries from the public, board members, and staff. 
• Prepare information for the CEO to use in internal and external meetings. 
• Compile and maintain sensitive and confidential data as requested by the CEO. 
• Support the CFO/COO with the annual audit, as requested. 
• Coordinate, prepare for, and participate in meetings, conferences, and appointments, as required; serve as a representative of the CEO’s office at meetings and community events, as requested. 
• With direction from the CEO, manage special projects including research, preparing analysis, and recommending actions on various issues. 
• Serve as the CEO’s administrative liaison to the board of directors and its committees. 
• Provides concierge services for donors and prospects, and participates in donor cultivation and stewardship efforts, including follow‐up phone calls for RSVPs and day of event support.   
• Assists with portfolio management by entering contact reports, solicitation next steps and biographical updates in SalesForce. 
• Assist CEO with creating monthly board packets and correspondence. 
• Arranging the logistics for board meetings, retreats, and get-togethers such as conference rooms, venues, meeting materials, tech set-up, and food and beverage. 
• Set up and break down the meeting space for all board meetings, as necessary. 
• Prepare and distribute Board and Board committee meeting notices and calendar invitations. 
• Prepare and disseminate meeting agendas and supporting material for meetings. 
• Coordinate recognition activities for outgoing board members for outstanding service. 
• Attend Board and committee meetings and capture accurate minutes of these meetings and distribute appropriately. 
• Keep accurate and up-to-date board records and files. Keep records of officers, members, and committees. Organize and maintain board and committee rosters, attendance, mailing lists, and meeting minutes. 
• Process incoming and outgoing mail/email. 
• Maintain consistent inventory of general office supplies. 
• Other job duties as assigned. 

Requirements, Skills & Qualifications 

• Excellent written, interpersonal and verbal communication skills 
• Conscientious and detail-oriented; must have an appreciation of the necessity of following through with paperwork, record-keeping, and documentation. 
• Ability to organize and prioritize varied tasks in a manner that most effectively serves the needs of the organization. 
• Excellent interpersonal skills; must be receptive to the ideas of others and able to work cooperatively to prioritize tasks and accommodate many different and conflicting concerns. 
• Passion for creating a world-class museum that is recognized as a truly outstanding educational experience. 
• Enthusiasm for working in an organization where change is frequent, the structure is evolving, and flexibility, teamwork, and good humor are absolute necessities. 
• Proficiency in all Microsoft Office applications, Google Drive and ability to learn new systems and adapt to emerging technologies. 
• Awareness of issues relating to access and inclusion and the ability to build inclusive and accessible programs. 

Education and Experience requirements: 

• 3 years’ administrative/organizational experience 
• Experience with donor management systems/database preferred 
• Bachelor’s or Associate’s degree in any discipline 

Additional Information 

• Work five days/week (M-F); work occasional weekends; stand or walk for extended periods of time; be highly organized and prompt; work with multiple technologies; troubleshoot and problem solve; communicate effectively and courteously with a variety of people verbally and in writing. 
• Schedule and availability reflect that the organization is a 7-day a week operation, with periodic early morning and evening programs. 
• Applicant must be able to bend, squat, lift push/pull up to 50 lbs. 
• Regular predictable attendance is required. 
• Reasonable accommodations may be made in order to allow individuals with disabilities to perform the essential functions. 
• Employment background/criminal check is required. 

Reasons to apply: 

• Growth-centered work environment that includes professional development opportunities. 
• Fun and creative organizational culture. 
• Free ASTC membership for museums across the country. 

Benefits: 

• 80 hours of paid vacation, sick leave, and 10 paid holidays and 3 floating holidays each year. 
• Company-sponsored medical insurance plan. 
• Affordable dental and vision. 
• Flexible Spending Accounts: Health Care FSA and Dependent Care FSA. 
• Retirement Plan 401k Employer Match 
• 100% employer sponsored EAP, LTD, AD&D and Life Insurance. 
• Supplemental Life/AD&D.