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Executive Administrative Assistant

SUMMARY

This position provides senior-level administrative assistance and organizational support to the Associate Executive Director at the Exploratorium, who oversees the Institute for Research & Learning (IRL) and the Learning Environment Laboratory (LAB) divisions and other Executives. The Administrative Assistant supports multiple people and works closely with both program staff across the divisions and other Executive and Administrative Assistants within the Museum. This multi-faceted position is an excellent opportunity for someone who is smart, creative, and able to think on their feet and thrive in a fast-paced, ever-changing environment. As Administrative Assistant, you will be responsible for providing support in a professional manner while exercising discretion, confidentiality and good judgment in representing the Exploratorium. Among the most important abilities are: juggling conflicting priorities and multiple assignments; learning and anticipating the various demands on the Directors time and attention, and exercising discernment in screening and prioritizing those demands; problem solving; and fostering positive relationships. Strong communication skills and a pleasant, positive rapport are necessary to communicate with donors, board members, and all internal departments.

ESSENTIAL FUNCTIONS

Serve as a primary contact and liaison for anyone requiring information about IRL and Lab programs.
Manage a calendar, meeting schedule and other administrative details for the Associate Executive Director and other Executives.
Support multiple people.
Schedule and document internal and external meetings; develop and distribute agendas, reports, meeting minutes and other documents.
Facilitate cross-institutional committee meetings; track and help move forward action items and disseminate decisions.
Coordinate logistics and travel details for meetings and visits, procuring necessary meeting spaces or conference lines, equipment, materials, catering and other amenities.
Coordinate and host visits with VIPs and representatives from other museums and institutions.
Process expense reports, travel reimbursements, invoices, and track credit card charges.
Work with Executive/Administrative/Associate Directors to create and maintain systems to ensure an organized office environment.
Complete work accurately, on time and in accordance with established priorities.
Conduct independent research and assist with special projects as needed.
Additional duties as required.

QUALIFICATIONS

BA/BS degree and 2 years high-level administrative experience, or an equivalent combination of training and experience.
Exceptional interpersonal and communication skills, oral and written; tactful and diplomatic in dealing with people.
High level of computer literacy (proficiency in Word, PowerPoint and Excel required, additional familiarity with Mac programs preferred).
Highly organized and detail-oriented.
Accurate, timely, and consistence in performance of duties.
Ability to prioritize tasks and work independently or as part of a team.
Flexible, patient and positive attitude with diverse staff and public.
Excellent written, verbal, and problem-solving skills.
Ability to work on some Saturdays, evenings, and early mornings as needed.
Ability to move from place to place; utilize a computer terminal and general office equipment; lift and carry up to 25 pounds short distances.

APPLICATION DEADLINE

This position is open until filled.

This is regular, full-time (37.5 hours per week), exempt position that includes benefits. Please, no phone calls in regards to this job. To apply, please visit the Exploratorium job page.

http://exploratorium.applytojob.com/apply/jACZ5k8YuA/Executive-Administrative-Assistant?source=GetMuseumJobs

The Exploratorium is committed to providing equal employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, ancestry, genetic information, citizenship, marital status, pregnancy, veterans status or any other class protected by applicable law.

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