Executive Assistant to the President - Oregon Museum of Science & Industry
Full-Time, $55,000 - $65,000 per year
Reporting directly to the President /CEO, the Executive Assistant provides executive support in a one-on-one working relationship built on trust and transparency. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Trustees and organizes and coordinates work and communication with board committees and external relations efforts; This position provides support to the Senior Director of Campus Development, coordinates communication with the senior management team, and oversees special projects. The Executive Assistant must be creative and enjoy working within a fast-paced, collegial environment that is mission-driven, results-driven and community oriented. The ideal individual must maintain the highest professional standards, with a focus on process improvement, and will have the ability to exercise good judgment in a variety of situations. Strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities are essential. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Participate in programs/initiatives to enhance corporate culture, such as:
Working effectively with and supporting volunteers throughout the organization.
Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission and objectives in daily job performance, including diversity initiatives.
Essential Duties and Responsibilities:
Performing the following may involve driving to various locations outside OMSI's corporate headquarters:
Completes a broad variety of administrative tasks for the President /CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and preparing materials for meetings including taking minutes for multiple high-level meetings.
Plans, coordinates and ensures the President's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
Communicates directly, and on behalf of the President, with Board members, donors, and others, on matters related to CEO's programmatic initiatives; coordinates work flow and communication across board committees.
Researches, prioritizes, and follows up on incoming issues and requests addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides scheduling and administrative support as needed for the Senior Director of Campus Development.
Provides a bridge for smooth communication between the President's office and COO; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the President and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President and COO updated.
Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
Works effectively with Development Department for donor cultivation, stewardship, and timely record keeping.
Establish and maintain professional standards for business communication across the organization including proofreading/editing, business writing, and correspondence.
Oversees fiscal management and controls for President's office including processing contracts, invoicing, expense reports, etc.; develops, monitors, and reports on departmental budget.
Board and Senior Staff Support and Liaison
Serves as the President's administrative liaison and recording secretary for the senior management team, Board of Trustees and board committees, facilitating communication and maintaining appropriate documentation including recording/executing meeting minutes, and compiling enacted resolutions.
Maintains discretion and confidentiality in relationships with all board members and senior staff.
Adhere to compliance with applicable rules and regulations set in bylaws and resolutions regarding board and board committee matters, including distribution of materials before and after meetings in electronic/paper format.
Coordinates the agenda of senior management team meetings and off-sites; trains senior managers on processes and procedures as necessary.
This position is exempt, paid salaried.
This position is regular full-time, working 40 hours/week.
Physical Demands: 60% Sitting 30% Standing 10% Lifting/Carrying/Pushing/Pulling 20 Pounds
Noise level is moderate (examples: business office with computers and printers, light traffic).
May supervise and train volunteers, interns or temporary staff in their efforts to support and organize administrative tasks.
Assume other duties as assigned by the President and CEO.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal and customer service skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
Expert level written and verbal communication skills.
Demonstrated proactive approaches to collaboration and problem-solving to meet individual, departmental and organizational deadlines.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Emotionally mature, forward looking thinker, who actively seeks opportunities and proposes solutions.
Demonstrated proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media platforms.
Ability to effectively manage and track multiple projects simultaneously, prioritize, work well under pressure with a high degree of accuracy, and meet stringent and overlapping deadlines.
Working knowledge of accounting/budgeting principles, procedures and standards
Education and Work Experience:
Bachelor's Degree or professional certification appropriate to the position, or equivalent combination of experience and education.
Five to 10 years of experience supporting C-level executives and boards, preferably in a non-profit organization.
Additional Requirements/Preferences; Including Licenses and Certifications:
Valid driver's license.
Pre-employment checks, such as criminal background check and reference checks.
Working knowledge of Sales Force preferred.