Executive Assistant to the President & CEO

Executive Assistant (EA), to President and CEO manages the strategic administrative functions, and is responsible for the operational effectiveness, of the office of the President and CEO. The EA provides both everyday administrative support as well as special project support to the President & CEO and acts as an ambassador and first point of contact for the Museum to key constituencies such as its staff, Board of Directors, partners, and the public. The EA is accountable for facilitating the Executive Team’s work with the President and CEO and plays a lead role in organizing multi-party meetings involving staff, board, and/or outside parties. This position performs time-sensitive project management responsibilities and is expected to work with the sensitivity required of highly confidential information or matters. The position requires skill with complex scheduling, composing letters, emails, presentations, and documents, utilizing technology tools to the fullest, and professionally communicating in person, by telephone, mail, and email with various constituents. The EA is expected to represent the office of the President and the Museum with the highest level of respect and integrity in all dealings with all people.

ESSENTIAL RESPONSIBILITIES

• Facilitate the day to day needs of the office of the President & CEO by handling all administrative duties required by the President & CEO which include but are not limited to calendar management internally and externally and event coordination, project managing in-person and virtual meetings, preparation, collation of presentation materials, and follow up for interactions with inside and outside constituents. Professionally be the first contact for calls and visitors for CEO by answering questions, resolving basic incidents or handling requests appropriately to ensure that information is communicated effectively and efficiently between and among constituents (board, staff, community).
• Manage the CEO’s mail, electronic contact system, and internal meeting room scheduling
• Organize and expedite the flow of work through the President & CEO’s office
• Act as administrative liaison to Board of Directors: coordinate meetings of the Board and the Executive and Finance Committees (schedule, set up all technical and/or catering needs, attend, document, and follow up), prepare and distribute Board, and Executive and Finance Committee meeting minutes, prepare and distribute agendas and Board meeting packets, monitor Board participation and assist with administrative tasks related to new Board member orientation, maintain up-to-date lists of Board contact information and Committee Membership, and maintain Board portal.
• Ensure accurate transcribing of board minutes with a 72-hour turnaround time for review by the Board Secretary and President & CEO, followed by distribution to the board once finalized.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely, effective manner. Prepare and draft near-final versions of letters, memos, email, contracts, and other correspondence for the President & CEO. Coordinate special projects which may include planning and coordinating presentations, disseminating information, and project managing and/or tracking progress of special initiatives. Take notes and action steps from meetings requested by President & CEO, with any formal minutes completed within 72 hours of the meeting to ensure accuracy. Participate in internal committees and activities, representing the Executive Office and working with to address various administrative needs. Prepare PowerPoint presentations. Organize and maintain filing systems, including safeguarding confidential and/or sensitive information.
• As needed, arrange for reservations, travel, and other meeting details for events outside of the Museum. Make travel and hotel arrangements for President & CEO. Manage for President & CEO event invitations, ticket purchases, RSVPs, and payments. Work with the internal catering partner to administer necessary catering needs related to President & CEO functions. Ensure that thorough project management documents are completed prior to any activity, meeting, or trips.
• Track and monitor Executive Office budget expenses. Coordinate subscriptions and memberships for museum. Manage office supplies for the Executive Office.
• Support other members of the Executive Leadership Council as needed.
• Such other tasks and duties as may be assigned

MINIMUM QUALIFICATIONS

• 5-7 years’ experience supporting a President & CEO or other C Suite executive.
• Must be highly self-motivated, self-directed, and quick to response to rapidly changing demands; proactive and solutions-oriented.
• Excellent time management skills and able to be a self-starter.
• Ability to embrace and demonstrate the Museum’s Mission, Values, and DEIBA Commitment.
• Must be highly organized with excellent attention to detail and follow-through while managing multiple tasks.
• Excellent writing skills required
• Proven ability to abide by confidentiality requirements when working with sensitive information and communications.
• Skill in providing thorough, efficient, and effective customer service to individuals.
• Ability to communicate effectively through written and verbal methods.
• Proven ability to accomplish work within required timelines, including short, long and emergency timeframes.
• Experience working with Boards of Directors and government officials
• Knowledge of standard practices for business writing and office communications.
• Proven ability to read and interpret organizational policies, contracts, grants, and other work-related documents.
• Excellent calendar management skills required (Outlook).
• Ability to work under pressure in a professional manner.
• Ability to multitask and prioritize multiple assignments to ensure completion of tasks accurately and within stated time requirements.
• Experience in budget and expense tracking.
• Long and short-term project tracking and management. Strong project management skills required.
• Advance knowledge of Excel, Word, Publisher, Basecamp, PowerPoint, SharePoint, Google documents, and project management, Outlook Calendar management, and platforms for writing, budgeting, communicating and managing multiple projects.
• Must stay current on new systems that would assist with improving the workflow in an executive department.
• Must have PA Act 153 clearances (PA criminal history, FBI fingerprints, and PA Child Abuse) completed prior to hire.
• All employees are required to have flu vaccination as a term and condition of employment.