Science Museum of Minnesota
Executive Assistant to the CFO
Science Museum of Minnesota, Saint Paul, Minnesota, United States, 55199
This role will provide comprehensive executive level administrative support to the CFO & Vice President of Museum Infrastructure, as well as business units within the Museum Infrastructure Division, and various Board of Trustee Committees as assigned. The work involves planning, organizing and coordinating the activities of both the executive and the division. The position requires the ability to manage multiple deadlines, be proactive and efficient, work with little supervision, handle shifting priorities and interface inside and outside the organization with a high level of professionalism and confidentiality. Discretion, problem-solving, and understanding of multiple work styles is imperative for success in this position.
Job ResponsibilitiesProvide executive-level support to the CFO & VP of Museum Infrastructure and their direct reports to include calendar management, meeting and event coordination and preparation, travel coordination, strategic prioritization of tasks, and creating communications.Manage the CFO & VP of Museum Infrastructure’s activities and calendar to ensure they are adequately prepared for all meetings/events.Perform day-to-day office management functions and support for the Museum Infrastructure Division.Function as divisional point of contact for all staff: fielding or properly directing questions, connecting staff, anticipating needs, and coordinating resources across the museum.Maintain divisional resources, outline strategic plans, and develop materials for divisional leadership.Plan organization wide activities or events.Manage division administrative budget/forecasting processes and reporting.Create purchase orders, pay invoices and reconcile expenses.Purchase supplies and materials as needed, strategize for more equitable spending and buying processes.Oversee Procurement process including tracking, authorized signatures, and maintaining e-file of contracts.Maintain new vendor information in the accounting system.Create high-level correspondence, spreadsheets & presentations.Approve CFO timesheet as assigned.Manage databases, contacts, and highly confidential information as assigned.Act as a liaison to the CFO & VP of Museum Infrastructure, assisting organizational staff and standing in as needed.Manage and prepare the Audit & Finance Committee and HR Committee meetings, materials, correspondence, and minutes on a quarterly basis including, room setup, food reservations, and uploading to the board online portal.Connect with partners and collaborators to coordinate initiatives and build relationships.Provide back-up support to other administrative staff members.Perform other related duties as assigned.
Required CompetenciesCommunication:
Ability to flex communication style to interact with a wide variety of styles among department and roles across the museum. Ability to be discrete and observe confidentiality of highly-sensitive information.Collaboration:
Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support.Customer Service:
Demonstrates an understanding of the SMM mission by ensuring that their own interactions with internal and external customers consistently support the mission.Fostering an Inclusive Community:
Contributes to a museum environment, and people, that reflect and respond to the diverse needs and cultures of our community (internal and external).Results Orientation:
Focuses on providing a best-in-class experience through work outcomes by meeting personal and organizational work objectives.Ability to Thrive in a Fast-Paced Environment:
Demonstrated ability to balance a varied and fluid workload, maintaining deadlines and navigating changing priorities.Comfortable with Change:
Ability to deal with ambiguity and change and manage through difficult situations with composure, tact, and diplomacy.
Minimum QualificationsEducation:
High school education or equivalent.Experience:5 years work related experience, with a minimum 2 years of administrative support experience, preferably in the field of Finance, and at the Executive/Senior Leadership level.Previous project management experience strongly desired.This is a hybrid role that requires at least 3 days onsite at the museum in St Paul, MN. The starting pay range for this role is $29.55/hr - $30.86/hr.
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Job ResponsibilitiesProvide executive-level support to the CFO & VP of Museum Infrastructure and their direct reports to include calendar management, meeting and event coordination and preparation, travel coordination, strategic prioritization of tasks, and creating communications.Manage the CFO & VP of Museum Infrastructure’s activities and calendar to ensure they are adequately prepared for all meetings/events.Perform day-to-day office management functions and support for the Museum Infrastructure Division.Function as divisional point of contact for all staff: fielding or properly directing questions, connecting staff, anticipating needs, and coordinating resources across the museum.Maintain divisional resources, outline strategic plans, and develop materials for divisional leadership.Plan organization wide activities or events.Manage division administrative budget/forecasting processes and reporting.Create purchase orders, pay invoices and reconcile expenses.Purchase supplies and materials as needed, strategize for more equitable spending and buying processes.Oversee Procurement process including tracking, authorized signatures, and maintaining e-file of contracts.Maintain new vendor information in the accounting system.Create high-level correspondence, spreadsheets & presentations.Approve CFO timesheet as assigned.Manage databases, contacts, and highly confidential information as assigned.Act as a liaison to the CFO & VP of Museum Infrastructure, assisting organizational staff and standing in as needed.Manage and prepare the Audit & Finance Committee and HR Committee meetings, materials, correspondence, and minutes on a quarterly basis including, room setup, food reservations, and uploading to the board online portal.Connect with partners and collaborators to coordinate initiatives and build relationships.Provide back-up support to other administrative staff members.Perform other related duties as assigned.
Required CompetenciesCommunication:
Ability to flex communication style to interact with a wide variety of styles among department and roles across the museum. Ability to be discrete and observe confidentiality of highly-sensitive information.Collaboration:
Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support.Customer Service:
Demonstrates an understanding of the SMM mission by ensuring that their own interactions with internal and external customers consistently support the mission.Fostering an Inclusive Community:
Contributes to a museum environment, and people, that reflect and respond to the diverse needs and cultures of our community (internal and external).Results Orientation:
Focuses on providing a best-in-class experience through work outcomes by meeting personal and organizational work objectives.Ability to Thrive in a Fast-Paced Environment:
Demonstrated ability to balance a varied and fluid workload, maintaining deadlines and navigating changing priorities.Comfortable with Change:
Ability to deal with ambiguity and change and manage through difficult situations with composure, tact, and diplomacy.
Minimum QualificationsEducation:
High school education or equivalent.Experience:5 years work related experience, with a minimum 2 years of administrative support experience, preferably in the field of Finance, and at the Executive/Senior Leadership level.Previous project management experience strongly desired.This is a hybrid role that requires at least 3 days onsite at the museum in St Paul, MN. The starting pay range for this role is $29.55/hr - $30.86/hr.
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