Executive Assistant - Temporary

Museum of Science, Boston

www.mos.org

Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.

Who We Are

As science and technology increasingly shape our lives, the Museum of Science strives to equip and inspire everyone to use science for the global good while keeping up with the pace of change.   Among the world’s largest science centers and New England’s most attended cultural institution, we engage nearly five million people a year – at Science Park and in museums around the world, in classrooms, and online.

The Museum’s singular location connecting Boston and Cambridge puts us at the junction of some of the world’s most influential academic institutions and industries, local and state government, schools, and the public. Trusted by each sector, we are ideally positioned to convene, inspire, and create meaningful experiences for all.  Come join us on our mission to inspire a lifelong love of science in everyone and living our vision for a world where science belongs to each of us for the good of all of us.

Why We Need You
Provide overall office support for the President including scheduling, correspondence, travel arrangements, budget, expense reports, communication with Museum staff, and other duties as required. Responsible for general day-to-day operations of the Office of the President/Executive Office to ensure the smooth running of the office.

This is a 6 month temporary part-time position.  We are seeking someone who can work 20-25 hours per week fully onsite at the Museum of Science in Boston.  Selected candidate will start on Thursday, May 15, and will work 5 days per week.

What You’ll Accomplish

• Manage the President’s calendar, scheduling all meetings, internal and external. Manage the President’s speaking engagements, respond to requests from external parties for his participation, including the initial contact, response, and coordination of calendar and all logistics; Draft correspondences for external emails; Anticipate upcoming needs for President’s time; enter President’s time sheet; in order to ensure the President’s time is used as efficiently as possible.
• Manage and keep track of budgets for President’s Office and Trustee Services in order to ensure these departments are supported appropriately.
• Plan and coordinate monthly Town Hall meetings including scheduling the meetings, creating and circulating agendas, creating presentations, and communicating to staff. Support meeting preparation for Senior Management meetings, including creating and circulating agendas, material assembly, and other logistics; in order to ensure good leadership of the Museum.

What We’re Looking For (Competencies)

Professional Integrity: Ability to carry out professional activities in an honest, respectful, and ethical manner.  To engender a climate of trust and fairness in all dealings with colleagues and the public within and outside the institution.  

Comfort with Ambiguity: Some of your work will be one-time in nature while other projects will be more recurring. You need to be comfortable with ambiguity and uncertainty, and able to communicate with others to keep them abreast of your work and get the buy-in you need to continue.

Flexibility/Adaptability: Adjusts quickly to changing priorities and conditions. Copes effectively with complexity and change.

Communication: Speaks and writes clearly and articulately with executive presence. Maintains this standard in all forms of written communication, including email.

Organizational Management: Develop, communicate and implement strategic objectives congruent with the Museum’s mission, vision and values.  Effectively assess dependencies, contingencies and timelines when setting objectives and goals.  Ensure staff understand the Museum’s governance and organizational structure, institutional policies and expectations related to their work.

High standards: Has a nose for quality and does not accept results below a lofty standard. Checks and rechecks to ensure their work is correct, thoughtful, and meets the needs of the business.

Skills required

• At least 3 years of Executive Administration experience.
• Professionalism, discretion, ability to handle confidential material
• Ability to self-monitor and be pro-active
• Ability to multitask
• Computer skills: Word, Excel, Power Point, Outlook
• Strong communication skills

How We Work-Our Values

Everyone: We are everyone’s museum.  We pursue equity and celebrate every person for who they are.  We foster an inclusive environment in which we value and respect diversity.

Service: We serve our colleagues and community.  We hold ourselves accountable to be a trustworthy public resource, and to support a sustainable, just and evidence-based future.

Learning: We love learning.  We are curious about the world and want to share our joy and wonder with others.  We value open minds and recognize that everyone has more to explore, discover and create.

Connection: We find strength in connections.  We collaborate across communities, organizations and disciplines to make science relevant and accessible to all.

Boldness: We dream big.  We boldly push ourselves forward, pursuing new ideas and challenges.  We experiment and learn from our failures as we seek to inspire purpose, spark imagination and encourage hope.