What are the responsibilities and job description for the Executive Assistant position at Plimoth Patuxet Museums?
Overview
We are seeking a highly organized and proactive Executive Assistant to support our executive team. The ideal candidate will be adept at managing multiple tasks, demonstrating exceptional customer service skills, and maintaining a high level of professionalism in a fast-paced environment. Demonstrate thoughtfulness, sound judgment and discretion in regard to sensitive matters and confidential information. Must possess friendly and courteous professional manner. Superb spoken and written communication skills are essential. The ideal candidate works independently, demonstrates initiative and anticipates advance planning. Candidates should exhibit exacting organizational skills; able to be nimble, adapt priorities quickly, handle multiple tasks, scheduling and appointments with grace under deadlines. Candidate must be able to organize, prepare, coordinate and execute board of trustee and committee meetings. Contemporary technology skills, including full Microsoft Office, various online platforms for meetings/presentations are essential. The Executive Assistant represents the CEO at the highest levels and enjoys being an ambassador for the Museum. This role is essential in ensuring the smooth operation of our executive office and requires strong administrative capabilities.
Duties
- Manage and maintain executives' calendars, scheduling appointments, meetings, and travel arrangements efficiently.
- Provide high-level administrative support, including preparing reports, presentations, and correspondence.
- Transcribe meeting notes and maintain accurate records of discussions and decisions.
- Handle customer inquiries with professionalism and courtesy, ensuring a positive experience for all stakeholders.
- Organize files and documents systematically for easy access and retrieval.
- Prepare presentations and collateral material for Board of Trustees meetings, committee meetings, and management meetings.
- Take official minutes at all board meetings, committee meetings and management meetings. Prepare and distribute minutes. Maintain corporate records.
- Collaborate with various departments to facilitate communication and project coordination.
- Assist in the planning and execution of company events or meetings.
Requirements
- Proven experience as an Executive Assistant or in other administrative roles.
- Proficiency in Google Suite applications (Docs, Sheets, Drive) and Outlook Calendar.
- Strong organizational skills with the ability to prioritize tasks effectively.
- Excellent written and verbal communication skills.
- Ability to maintain confidentiality and exercise discretion at all times.
- Familiarity with QuickBooks is a plus but not required.
- Strong attention to detail with the ability to transcribe accurately.
- A customer service-oriented mindset with a commitment to providing exceptional support.
If you are a motivated individual looking to contribute to a dynamic team while advancing your career as an Executive Assistant, we encourage you to apply.
Job Type: Full-time
Pay: $45,000.00 - $46,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- Day shift
Work Location: In person
Salary : $45,000 - $46,000
