What are the responsibilities and job description for the Executive Assistant to CEO position at The Tech Interactive?

Who We Are

Since opening in 1998, The Tech Interactive has been an integral part of the San Francisco Bay area and is proud to serve families and young people through hands-on activities, experimental labs, and design challenge experiences.

Here at The Tech our mission is to inspire the innovator in everyone! We are a team of diverse individuals committed to creating learning experiences that empower young folks to innovate with creativity, curiosity, and compassion. We believe that technology is leading and transforming lives all over the world and we want to help develop the next generation of problem-solvers.

If you join our team, we know you will have a fulfilling and rewarding role focused on giving back to our community, especially those that have been historically marginalized and underserved.

Position Overview

The Executive Assistant to the President & CEO at The Tech Interactive provides administrative and coordinative support to the President & CEO, while also working closely with The Tech's leadership team and the board of directors. The Executive Assistant will also manage relationships with high-level donors, board members, community representatives, and staff members.

Role Objectives :

Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.
Support board relationships including scheduling meetings, producing materials, managing records, and supporting board committees.

Responsibilities :

Proactively identify and implement systems to keep the CEO organized and to make the most use of her time.

Manage and prioritize a challenging calendar with many competing requests across global time zones with minimal guidance

Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the operations of the company

Effectively liaise, communicate and collaborate with the other leadership team and administrative staff to appropriately plan meetings and drive intended success for the team and event.

Draft and review correspondence for internal announcements, board meetings and organizations in which the executive is involved with a focus on details and accuracy

Create executive-level presentations, including the ability to build slides, review content, leverage data, and creatively utilize graphics to enhance presentations.

Produce notes from meetings attendance for various internal and external meetings and provide proper follow-up to ensure tasks are properly assigned and completed

Act as the project and logistics lead for various internal events and off / on-sites.

Manage frequent and changing travel arrangements

Track and submit expenses in a timely manner with accuracy

Assist with the research and development of emerging initiatives, providing summaries and recommendations as appropriate.

Skills and Attributes :

Bachelor's degree or equivalent level of education and experience

5 years of related experience required in working in an executive assistant role supporting C-level executives

Advanced proficiency in Microsoft Office (Microsoft Word, Excel, Powerpoint) and Google Suite (Gmail, Google Calendar, Google docs, Google drive) and other tech stack tools a plus.

Master at prioritizing, able to manage multiple projects at once without discounting details and while knowing what needs to be focused on first

Flexible hours as dictated by the needs of the business for projects and meetings

Excellent communication and interpersonal skills, comfortable asking questions and making face to face with an executive in a collaborative in-person relationship

Strong time-management skills and ability to organize and coordinate multiple concurrent projects on deadline

An interest in growing into the role and taking on new responsibilities when they arise without impacting key responsibilities

Preferred Skill and Qualifications :

Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.

Commitment to excellence - perform duties at the highest level possible consistently

Team player - have team-oriented experience and approach

Experience in overseeing budgets and expenses

Working Conditions and Schedule

This is an on-site position with the possibility of flexibility for working some days at an alternative work location. Flexibility will vary depending on the needs of the job

Inclusion, Diversity, Equity, and Accessibility (IDEA) at The Tech

Our success is dependent on building teams that include people from different backgrounds and experiences who challenge each other's assumptions with fresh perspectives. To that end, we look for a diverse pool of applicants including but not limited to those from historically marginalized groups — women, people with disabilities, people of color, people who are lesbian, gay, bisexual, transgender, and / or nonconforming, veterans, and people from different socioeconomic backgrounds.

The Tech will provide an equal opportunity in recruitment and employment to all individuals and will not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition, military or veteran status, marital status, domestic partner status, sexual orientation, genetic information, or any other basis protected by applicable law. Any applicant with a disability may contact The Tech Interactive to arrange for accommodations. Please contact the Tech at careers@thetech.org or call (408) 795 -6168.

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