Job Information
Museum of Science Executive Assistant, President's Office in 1 Science Park, Massachusetts
Executive Assistant, President's Office
Museum of Science, Boston
www.mos.org
Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.
SUMMARY STATEMENT: The Executive Assistant to the President's Office provides executive administrative support to the President's Office by supporting the President, Chief of Staff, Manager, Board Relations, and President's Office. This position proactively organizes the Chief of Staff's schedule, manages meeting logistics, processes invoices, and prepares presentations. They also provide supplemental support to the Centers for Public Science Learning for various cross-divisional and cross-museum tasks such as scheduling, invoicing, note-taking, team meeting management, and other varied duties as needed. Executes all tasks efficiently and discreetly in a positive, proactive manner while maintaining excellent oral and written communication and organizational skills.
RESPONSIBILITIES:
Manage the Chief of Staff's calendar; schedule all meetings, internal and external; share and print agendas for all meetings; draft correspondences for external emails; anticipate upcoming needs for the Chief of Staff's time to ensure the Chief of Staff's time is used as efficiently as possible.
Provide overall support for the President's Office, including answering and fielding phone calls and emails; processing travel, expense reports, and invoices; preparing and mailing documents; ordering office supplies; processing mail; greeting and escorting visitors to ensure the President's Office is running as efficiently as possible.
Support meeting coordination for the Centers for Public Science Learning, including organizing and executing the meetings' scheduling, preparing PowerPoint presentations, assembling materials, taking notes and meeting minutes, and other logistics to ensure meetings run smoothly for the Centers.
Support the management and reporting of Objectives and Key Results (OKRs) for the center division on a quarterly and annual basis to ensure they are captured and updated promptly.
Oversee the day-to-day general office management for the President's Office and Centers regarding personnel support, procurement, facilities/space needs, and administrative staffing coordination to ensure the President's Office is adequately supported.
Support activity of the Board, including taking RSVPs and entering meeting attendance in the database, planning meeting logistics, creating mailing communications, preparing meeting packets, creating and maintaining Board name tags and badges, and supporting Board meeting and event logistics to ensure the Board is adequately supported.
Support the 3-5 Centers Board Committees as needed, including organizing and executing the scheduling of meetings, some PowerPoint preparation, assembling materials, and other logistics to ensure the Committees are supported.
Perform other work-related duties as required by the Manager.
WORK SCHEDULE:
Monday - Friday ( Full-Time)
REPORTS TO:
Manager, Board Governance and President's Office
MINIMUM QUALIFICATIONS:
Post-high school coursework, technical degree, associate's degree, business or vocational certificate
Three (3) or more years of office management experience.
Demonstrated ability to adapt to changing priorities
Demonstrated oral and written communication skills
Demonstrated professionalism and discretion
Demonstrated ability to self-monitor and be pro-active
Demonstrated experience handling confidential material
Demonstrated experience using Microsoft Office Suite
STARTING SALARY:
Exempt (Salaried). $62,000-$65,000 a year
BENEFITS:
Benefits for full-time, exempt (salaried) staff include free parking, T accessibility, commuter spending account, 23 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, a Museum Membership, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!
The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, where employees are treated with respect and dignity.
No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.