Senior Executive Assistant Job at Exploratorium in San Francisco

SUMMARY

The Senior Executive Assistant provides administrative and organizational support to Exploratorium’s Chief Officers. This is a multifaceted position that is responsible for providing high-level support in a creative, flexible mission-driven and ever-changing environment. The Senior Executive Assistant will be responsible for providing professional self-directed support while exercising discretion, confidentiality, and good judgment in representing the Exploratorium. This position reports to the Senior Administrative Director, Integrated Media and Communications.

ESSENTIAL FUNCTIONS

• Manage all aspects of Chief Officers’ calendars by scheduling meetings and appointments, maintaining calendars, keeping everyone on-schedule and prepared throughout the day; anticipating needs and potential conflicts; and responding proactively without requiring detailed direction.
• Prepare correspondence, copy-edit and send communications on behalf of members of the Leadership Cabinet.
• Schedule and document internal and external meetings; develop and distribute agendas, reports, meeting minutes, presentations/decks, and other documents.
• Facilitate cross-institutional committee meetings; track and help move forward action items and disseminate decisions.
• Provide a bridge for smooth communication between the Chief Officers and other internal departments and staff, prioritize conflicting needs and requests, handle matters expeditiously and proactively, and manage deadline pressures.
• Coordinate logistics and travel details, prepare travel itineraries for meetings and visits, and procure necessary meeting spaces, conference lines, equipment, materials, catering, and other amenities.
• Process expense reports, travel reimbursements, invoices and track credit card charges and budget actual reconciliation for multiple groups.
• Serve as the primary contact and provide a bridge for seamless communication between the Chief Officers, Directors, and internal staff; respond to internal and external queries, routine inquiries, and route information to appropriate recipients, prioritizing conflicting needs and requests expeditiously and proactively, often under deadline pressures.
• Coordinate and host visits with outside parties.
• Work with fellow Executive Assistants and partner with Administrative Directors to create and maintain systems to ensure an efficient and functional work environment.
• Conduct independent research and assist with special projects as requested.
• Support the hiring process by managing communication with the applicants, scheduling interviews, redacting work samples and fielding questions from the candidates.
• Perform additional duties as assigned.

MINIMUM QUALIFICATIONS

• BA/BS degree and four years of high-level administrative experience, or an equivalent combination of training and experience.
• Exceptional interpersonal and communication skills (oral and written).
• Demonstrated ability in anticipating various demands on the Chief Officers’ time and attention, and ability in exercising discernment in screening and prioritizing those demands.
• Excellent organizational skills with outstanding attention to detail and follow-through.
• Highly resourceful team player, with the ability to be extremely effective independently.
• Strong analytical and creative problem-solving skills with strong decision-making capability.
• Proven ability to handle confidential information with discretion and sensitivity.
• Be adaptable to various competing demands and to demonstrate the highest level of professional service and response to internal and external constituents while representing the Exploratorium.
• Demonstrated ability to contribute to a dynamic team of professionals and foster positive relationships.
• High degree of emotional intelligence, extremely tactful and diplomatic in dealing with diverse people, confidential information and sensitive matters.
• Emotional maturity; flexible, patient and positive attitude with diverse staff and public.
• High level of computer literacy (proficiency in Google Suite, Word, PowerPoint, Excel, and additional familiarity with Mac programs preferred).
• Complete work accurately, on time and in accordance with established priorities.
• Thrives in a fast-paced, rapidly changing environment, able to adapt quickly and easily to last minute changes.
• Ability to anticipate and plan ahead for a variety of situations and to balance the sometimes overlapping needs of leadership with successful results.
• Ability to set up, organize and maintain office and administrative filing systems.

PHYSICAL REQUIREMENT

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.

• Ability to move from place to place; utilize computer terminal and general office equipment; lift and carry up to 25 pounds short distances.
• Ability to work on some weekends, evenings, and early mornings as needed.
• Ability to work onsite at the Exploratorium.

APPLICATION DEADLINE

This position is open until filled.

HOW TO APPLY

This is a regular, full-time (37.5 hours per week), exempt, non-union position that includes benefits. The salary range for this role is $90,000 to $92,000 DOE. Please, no phone calls in regards to this job. To apply, please visit the Exploratorium job page.

The Exploratorium is proud to be an equal opportunity employer and values diversity, inclusion and respect. We welcome and strongly encourage applicants from all backgrounds. All qualified applicants will receive consideration for employment.

Exploratorium

Piers 15/17, San Francisco, CA 94111

Website: https://www.exploratorium.edu/about/jobs. No phone calls, please

The Exploratorium is committed to a diverse workforce.

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