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Senior Executive Office Assistant

SUMMARY

The Senior Executive Office Assistant (Sr. EOA) to the Executive Director and Board of Directors assures the efficient operation of the Executive Director’s office as well as manages the business activities of the Board of Directors and Board Committees.

 

The Sr. EOA is the first point of contact for Exploratorium dignitaries, donors, and visitors. This individual provides high-level support to the Executive Director, board members, and Board committee chairs. General duties include completing diverse administrative tasks, including preparing correspondence; greeting visitors; answering telephone lines and taking messages; preparing debrief reports and in-house communications; coordinating travel; scheduling and conducting appointments and meetings; tracking information in databases; supporting internal staff with paperwork and documentation; and creating and maintaining systems to ensure an organized office environment. This individual provides the “TLC” for all special guests, visitors, and VIPs. The position also helps with developing meeting agendas and taking minutes, staffing events, coordinating with all internal departments for visits, and performing other duties, as needed, related to the Executive Director and Board of Directors.

 

ESSENTIAL FUNCTIONS

  • Oversee the daily activities of the Executive Director including scheduling, budget, travel and expense reports, preparing correspondence and answering phone calls, and, ensuring the smooth flow of daily operations.
  • Assist with preparation of executive presentations, speaking engagements, and VIP visits and tours and hosting.
  • Maintain thorough knowledge of Museum by-laws to assure Museum compliance and identify issues that need to be addressed.  Work with the COO to modify by-laws as needed.
  • Serve as focal point for gathering and disseminating information to and from the Executive Office, staff and Board, including creation and dissemination of staff and Board newsletters.
  • Manage the Executive Director’s involvement with external organizations along with handling the coordination of speaking engagements and requests from external parties for his participation.  This includes the initial contact, response, and coordination of the calendar and all logistics. Serve as primary point of contact for Board of Trustees. Manage Board meeting and event calendar. 
  • Coordinate Board committee assignments and meetings, plan and develop accurate collateral materials and supervise the production of the Board handbook.  This individual will create and distribute minutes for all Board Meetings. 
  • Manage and track all Board related information. Coordinate function planning activities related to all meetings and other special events for board members. Coordinate, prepare, and disseminate letters to Trustees regarding committee assignments; maintain all committee lists.
  • With the Director of Institutional Advancement works to ensure that Board committees are well informed, meetings are well planned and accurate materials are distributed in a timely manner.
  • Works closely with Director of Institutional Advancement to ensure the Executive Director is prepared for donor meetings with accurate, timely briefing materials.
  • Plan and facilitate on- and off-boarding of museum Trustees, including welcome and exit correspondence, orientation planning,  
  • Plan and coordinate the quarterly Board meetings including agenda, speakers, preparation of PowerPoint presentation, and communication to the Board, take and distribute meeting minutes. 
  • Schedule weekly Management Team meetings and create minutes.
  • Other duties as assigned.

 

MINIMUM QUALIFICATIONS

  • Bachelor’s Degree and 5 years progressively responsible senior level executive assistant/management experience.  Experience working with a Board of Directors/Trustees highly desirable.
  • Comprehensive Non-Profit experience preferred.
  • Excellent communication skills, including ability to draft correspondence for the Executive Director.
  • Ability to work effectively under pressure.
  • The ability to quickly shift focus and work successfully on multiple projects.
  • Highly organized and detail-oriented.
  • Able to work flexibly and in a team environment.
  • Understand how to be warm and accessible with all guests, including children, but can also host very high profile individuals.
  • Able to maintain the confidentiality of highly sensitive information.
  • Excellent computer skills (Microsoft Office Suite, Google Suite, Raiser's Edge for Windows preferred); familiarity with database systems; able to work at computer up to 85% of time.

 

APPLICATION DEADLINE 

Open until filled.

 

This is a regular, full-time, exempt, position that includes benefits. Please, no phone calls in regards to this job.

 

The Exploratorium is committed to providing equal employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, ancestry, genetic information, citizenship, marital status, pregnancy, veteran’s status or any other class protected by applicable law.

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