The Museum of Flight is hiring: Executive Assistant in Seattle
The Museum of Flight, Seattle, WA, United States
The Museum of Flight is seeking an engaging and experienced Executive Assistant. This full-time position is perfect for someone who is looking to enhance their career in an inspirational, educational, and engaging environment. Organization, communication, and management of competing priorities is essential. The right person for this position can work well with a wide variety of departments, understand how the interrelated aspects of the organization drives our mission and has a passion for providing administrative support.
Summary
The Executive Assistant (EA) supports the vision, mission, and values of The Museum of Flight by performing a wide range of complex and confidential administrative and clerical support duties for assigned Executive(s). This position is often a primary contact for both internal and external contacts and helps the Executive with daily interactions. The Executive Assistant is responsible for high-level administrative tasks including calendar management, complex travel arrangements, meeting scheduling, coordination, logistics, and preparation, file management, document preparation, and more. This position is a liaison for members of the entire Executive Team with other Museum departments, staff members, and external constituents.
Essential Duties & Responsibilities
Following is a summary of the essential functions for this job. Other duties may be performed both major and minor, which are not mentioned below. Specific activities may change from time to time. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions.
- Provides high-level administrative support and assistance to the Executive Team and/or other assigned leadership staff.
- Manages the executive's schedule and calendar, ensuring internal and external commitments are coordinated and prioritized according to importance and urgency.
- Performs executive-level clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.
- Participate in planning events including logistics, locations, invitations, RSVPs, catering, vendor management, etc.
- Welcomes guests and visitors by greeting them, in person or on the telephone, and answering or directing inquiries to the appropriate people.
- Arranges travel and accommodations for executives and Museum guests.
- Schedules meetings on behalf of executives, often attending and taking notes and recording minutes.
- Prepares meeting materials and presentations and coordinates logistical setup of group meetings.
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
- Performs office tasks including maintaining files and contact lists, ensures operation and maintenance of office equipment, and orders supplies.
- Engage in special projects including research, organizing schedules, tracking action items, documentation, organizing information using on-line tools and platforms.
- Monitor department and executive budget, research where necessary, complete Purchase Orders, reconcile expenses and credit card statements.
- Coordinate and collaborate with other Executive Assistants to ensure seamless support to the Executive Team.
- Provides backup coverage for front reception desk as needed.
- Performs additional related duties as assigned
Education & Experience
- High School Diploma or equivalent required. An associate's or bachelor's degree preferred.
- A minimum of five (5) years' experience as an administrative assistant with a minimum of two (2) years supporting senior staff in an organization.
- Experience in a non-profit environment preferred.
- Experience with fundraising and donor relations, a plus.
- Advanced knowledge of secretarial and office administrative procedures
- Knowledge of non-profit, fundraising, and donor relations, a plus.
- Effective planning and organizational skills; able to prioritize and plan work activities; uses time efficiently and develops realistic action plans; initiative to improve processes.
- Demonstrated excellence in written and verbal communications skills with strong attention to detail
- Proficiency with computer applications especially in Microsoft Office Suite, as well as accurate and efficient keyboarding and data entry skills.
- Computer proficiency in a Microsoft Windows environment especially Excel and Word programs.
- Strong problem solving and analysis along with an ability to collaborate with people at all levels in the organization.
- Self-directed and self-motivated; able to work well independently and in a team setting.
- Ability to establish solid working relationships, internally across teams and with external stakeholders.
- Proven ability to balance and prioritize multiple and competing tasks and meet deadlines including managing changes, delays, or unexpected events.
- Adapts to changes in the work environment, manages competing demands
- Maintain a high level of confidentiality and handle sensitive matters effectively and with diplomacy.
- None
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The schedule for this position will be determined by the Supervisor. A typical schedule is Monday - Friday 8:00am - 5:00pm.
- Additional hours, including evenings and weekends will be required from time to time.
- Occasional travel may be expected for this position.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to occasionally lift up to 20 pounds, with or without assistance.
- This position works in a normal office environment that includes repetitive wrist and arm movement and long periods of sitting or standing.
- The ability to focus, bend, carry, reach to the side, front and overhead, push, pull, walk, stand, twist and squat are occasional requirements in a normal office setting
- Onsite attendance is essential to perform the duties of this position.
The Museum of Flight offers full-time employees a generous and comprehensive benefits package which includes medical, dental, vision, flexible spending accounts, a 403(b) retirement plan with a 5% match after 1 year of service, Employee Assistance Program, as well as company paid life insurance, Accidental Death and Dismemberment, and long-term disability.
Paid-Time Off
Our paid time-off plans include 2 weeks of accrued sick leave and 2 weeks of vacation (80 hours each) per year, 10 paid holidays, and 2 floating holidays.
Compensation
The hourly range for this position is $31.00 to $43.00 depending on experience.
Should you receive an offer, please expect that it can fall anywhere within this range. A multitude of factors will determine a fair salary based on the following: scope of role within the organization, years of relevant experience, specific skills, and evaluation of capability to execute in role successfully (among other critical factors).
Important Information
The Museum of Flight is committed to reflecting the diverse community around us. We continue to listen, learn, and implement change so that we can become a more inclusive organization that addresses bias and inequity, and better serves our communities. We highly encourage persons of color, members of marginalized communities, women, non-binary, and LGBTQIA+ individuals to apply.
Prior to hire and once an initial offer of employment has been made, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
The Museum of Flight is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran's status, sexual orientation, or gender identity/expression.
This organization participates in E-Verify.
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