Museum of Science is hiring: Executive Assistant, Marketing & Communications

SUMMARY STATEMENT:

The Executive Assistant (EA) to the Marketing and Communications Division is responsible for providing executive administrative support to the Chief Marketing Officer and the divisional leadership team. The EA is crucial in ensuring the Division's short- and long-term functionality, including handling financial reporting, coordinating meetings, managing projects, invoicing, addressing personnel issues, overseeing office systems and supplies, ensuring procedure and policy compliance, and addressing facilities and space concerns.

In addition, the EA takes a proactive approach to organizing the CMO's schedule and is responsible for managing high-level logistical and external correspondence. They also handle logistics for committee duties, compile reports, manage budgets, process invoices, and assist in planning and preparing presentations. Furthermore, they provide supplemental support to the divisional leadership team for various cross-divisional and cross-museum tasks, such as scheduling, invoicing, note-taking, and team meeting management.

The EA carries out all tasks efficiently and discreetly, maintaining a positive and proactive approach. They possess excellent oral and written communication skills and strong organizational abilities. With a DEIAB focus, the EA ensures that all their responsibilities are carried out in a manner that promotes diversity, equity, inclusion, accessibility, and belonging.

Key Responsibilities :

• Assist and support meetings including:
  • Daily meetings (CMO)
  • Bi-weekly divisional meetings
  • Bi-weekly cross-Museum meetings
  • Monthly 1:1s
  • Quarterly budget
• Assist with the annual budget forecasting process, monthly tracking, and reporting across the division
• Process 100+ invoices a year across the division
• Coordinate the response to 40-50 emails per day and assign tasks to the appropriate individual.
• Manage timesheet submissions and approvals every 2 weeks.
• Leverage Microsoft Teams to enhance division efficiency by scheduling meetings, organizing files, managing projects, and supporting the platform's adoption.

Key Deliverables:

1. Provides executive and administrative support for the CMO, such as meeting coordination, responding to routine internal and external inquiries, directing phone and in-person questions to appropriate staff members, and organizing internal and external documents to ensure the smooth running of the Division while maintaining confidentiality.

1. Manages the CMO's calendars, scheduling all meetings, internal and external. Respond to requests from external parties for participation, including the initial contact response, ensuring the CMO is organized and prepared.

1. Supports meeting coordination for all cross-divisional and cross-Museum meetings, working closely with Marketing division directors. This could include organizing and executing the scheduling of the sessions, some PowerPoint preparation, assembling of materials, note-taking, meeting minutes, and other logistics to ensure meetings run smoothly.

1. Perform high-level project management for ad-hoc tasks as assigned in support of the goals and objectives of the Marketing division, as well as handle routing of internal documents.

1. The individual oversees the invoice process for the Integrated Marketing Communications (IMC) and Public Relations (PR) departments. They work closely with the divisional directors and the Finance team to ensure smooth operations. Additionally, they support invoicing from the Membership and Visitor Services department as required. In addition to this, they assist with various finance-related tasks, including annual budgeting, monthly tracking, and reporting.

1. Manages the processes for the Prizes and Awards committee (solicitation/voting, meeting coordination, minutes, awardee correspondence, travel, event planning, etc.) and the Marketing Committee (meeting planning, minutes, presentation development, etc.).

1. Oversee the day-to-day general office management for a division of 25+ related to personnel support, procurement, facilities/space needs, and administrative staffing coordination.
2. Perform other work-related duties as required by the CMO.

WORK SCHEDULE:

This position is full-time, 40 hours/week, Monday-Friday, 9-5.

REPORTS TO:

Chief Marketing Officer

MINIMUM QUALIFICATIONS:

• Post-high school course work, technical degree, associate's degree, business or vocational certificate
• 5 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
• Demonstrated experience managing multiple calendars