Executive Assistant Job at Field Museum in Chicago

Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.

The Executive Assistant will provide administrative support to the Executive Vice President & Chief Operating Officer (EVP & COO), who oversees Visitor Services, Business Enterprises, Marketing, and their associated Board Committees. Reporting directly to the EVP & COO this position will also work with colleagues across the Museum and externally with donors and Trustees to facilitate meetings and events and gather and format information as needed.

Duties and Responsibilities:

• Develop a first-hand knowledge of all the areas in the division by spending time with staff in those areas.
• Develop both an internal and external professional network through proactive contact.
• Manage the EVP & COO’s calendar and scheduling —including prioritizing meeting and event requests
• Coordinate the logistics of meetings, including internal and external space/location reservations, both in-person and virtual, agenda preparation, perform meeting set-up needs, technology needs, and food and beverage services for staff and committee as well as travel arrangements for the EVP & COO. Schedule guest access to the Museum
• Ensure that the EVP & COO are prepared with agendas for meetings/events, bios, and briefing memos
• Produce memos and correspondence for a diverse set of audiences, including staff, consultants, and Board of Trustee committee members
• Organize Board of Trustee Committee meetings, including preparing agendas, reports, and other material in advance, taking and transcribing minutes, and following up on action items from such discussions
• Establish, manage, and monitor departmental budgets. Complete expense reports and required financial forms as needed
• Assist other members of the teams on special projects, work orders, new hire tasks, and space planning
• Responsible for data management, including maintaining files and file index (both paper and electronic), updating contact and distribution lists, and ensuring important historical documents are sent to the Museum archives
• Project management, as assigned, includes, but is not limited to, the creation of administrative procedures, policies, information management, research, and reporting
• General office administrative tasks include fielding phone calls, and emails, ordering supplies, mail pick up, and equipment management
• Maintain a clean, professional, well-organized office
• Perform other duties as required or assigned

Qualifications:

• Bachelor’s degree or equivalent combination of education/experience is required
• 5+ years working in a professional environment as an executive assistant preferred
• Demonstrate proficiency in both Mac and PC platforms, Google Office (Gmail, Google Calendar, Docs, Sheets, Slides, etc.) and MS Office (Word, Excel, PowerPoint).
• Demonstrated ability to efficiently convert source documents to single Adobe PDF packages and meeting material required
• Skilled with electronic document management, handling, filing, and organizing
• Excellent written and verbal communication skills - interacting with all levels of staff, management, and leadership as well as external contacts such as consultants and trustee members
• Ability to work on multiple projects simultaneously, manage priorities, and meet deadlines; a high sense of urgency
• Solid work ethic, commitment to punctuality, and excellent attention to record-keeping
• Adeptness at working effectively in an environment that includes colleagues of varied cultural, economic, and professional backgrounds in a team environment
• Strong decision-making ability and initiative to handle issues with little direction
• A high level of emotional intelligence together with a friendly, courteous, professional, and helpful demeanor
• Establish, manage, and monitor departmental budgets. Complete expense reports and required financial forms as needed
• Assist other members of the teams on special projects, work orders, new hire tasks, and space planning
• Responsible for data management, including maintaining files and file index (both paper and electronic), updating contact and distribution lists, and ensuring important historical documents are sent to the Museum archives
• Project management, as assigned, includes, but is not limited to, the creation of administrative procedures, policies, information management, research, and reporting
• General office administrative tasks include fielding phone calls, and emails, ordering supplies, mail pick up, and equipment management
• Maintain a clean, professional, well-organized office
• Perform other duties as required or assigned

The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.

At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at accessibility@fieldmuseum.org.