Executive Assistant

Executive Assistant

Department
Development
Type
Regular
Status
Full-time

Executive Assistant

SUMMARY

The Executive Assistant provides high-level executive support to the Senior Vice President, Chief Advancement Officer (“SVP/CAO”) and serves as liaison to the Board of Trustees, involving frequent interaction with Trustees and donors and productive working relationships with their assistants. Primary duties include: managing the calendar; coordination of Board of Trustees and committee meetings, both in-person and via videoconference; materials preparation, logistics, hospitality and technical assistance for meetings and donor visits; travel arrangements; and overall assistance with tasks necessary to ensure the smooth administration of the SVP/CAO’s office. The Executive Assistant also performs project coordination and general clerical duties for the California Science Center Foundation with an emphasis on Board of Trustees relations and Development (fundraising) including the EndeavourLA Campaign. Additional areas of responsibility include: scheduling and coordinating arrangements for meetings, visits, tours, calls, presentations and occasional events; database and office systems management; processing expense reports, purchase orders and payment vouchers; writing and production of mailed and emailed correspondence.

 

QUALIFICATIONS

  • Bachelor’s degree preferred.

  • 5 or more years of administrative assistant experience in managing the day-to-day business activities of a proprietor or exempt executive or high-level administrator; experience in a non-profit organization preferred.

  • Core experience in at least five (5) of the following areas: demonstrated ability to handle confidential information with discretion; scheduling meetings and maintaining daily and long-term calendar; coordinating and preparing materials for board and committee meetings, both in-person and via videoconference; prioritizing and handling internal and external correspondence; creating and maintaining comprehensive filing systems; making travel arrangements; handling incoming and outgoing mail.

  • High proficiency in Microsoft Office Suite and OneDrive applications, Zoom and/or other videoconferencing platforms, and database programs; Tessitura or other constituent relationship management (CRM) system experience is a plus.

  • Excellent oral and written communication and interpersonal skills, with professional demeanor and ability to interact effectively and diplomatically with board members, donors and staff across departments at all levels.

  • Must show strong independent judgment and discretion in appropriately handling sensitive issues and confidential information.

  • Goal-oriented self-starter with ability to prioritize tasks and balance assigned responsibilities within tight time constraints and frequent interruptions.

  • Excellent organizational skills with keen attention to detail and ability to deliver high-quality work in a fast-paced, deadline-oriented environment.

  • Ability to maintain high standards for document and information management, including paper and electronic files, board rosters, board and committee reports, meeting materials and minutes.

  • Willingness to work evenings and weekends on occasion.

MAJOR JOB RESPONSIBILITIES

  • Provide high-level executive support to the SVP/CAO, including: drafting letters and email correspondence; processing incoming/outgoing mail and arranging deliveries; copying, scanning and filing; travel arrangements; generating vendor contracts; managing departmental credit card, preparing expense reports, purchase orders and payment vouchers; ordering supplies.

  • Coordinate Board of Trustees, Executive Committee and various board committee meetings, both in-person and via videoconference, as well as occasional off-site meetings and retreats, including: scheduling, generating agendas, reports and meeting packets, sending notices, reminders and tracking RSVPs, meeting arrangements (food and beverage, room setup and breakdown, audio visual equipment, etc.), preparing presentation materials, talking points and minutes.

  • Produce and regularly update support materials for the Committee on Trustees, including Trustee participation report tracking meeting attendance, giving and committee service; summary of Trustee candidates and recruitment actions; candidate bios; log of Trustees elected and resigned; orientation notebook outlining Trustee responsibilities and key organization information; welcome letters and conclusion of service letters.

  • Coordinate with Executive Assistant to the President & CEO to schedule high-priority meetings, visits and calls involving board members, donors and prospects.

  • Maintain the SVP/CAO’s calendar by scheduling internal and external meetings and appointments; enter and maintain contacts in Outlook.

  • Produce and regularly update Board of Trustees rosters, mailing lists and maintain Trustee records in donor database, including contact information, biographical and other details.

  • Prepare regular communications to the Board of Trustees, including mailings, invitations and emails on behalf of the President & CEO, SVP/CAO, Board Chair and other appropriate individuals as directed.

  • Establish system for maintaining regular touchpoints with Trustees (birthday greetings, visits/calls apart from board meetings, sharing relevant news, updates, etc.) by the President & CEO, SVP/CAO and other appropriate staff as directed to promote board engagement and support development efforts.

  • Coordinate arrangements (parking, food and beverage, room setup and breakdown, audio visual equipment, tour guides, special exhibit and IMAX tickets, presentations and takeaway materials, etc.) for video conferences and in-person meetings, visits, tours and small events, often with complex schedules involving executive staff, board members, donors and prospects, outside agencies and consultants.

  • Establish and maintain information sharing systems including paper and electronic files; allocate correspondence, directives, reports, publications and samples to the correct persons and files.

  • Assist with Board of Directors (separate body from Board of Trustees) meeting arrangements as needed. 

  • Assist with coverage of the reception desk as needed.

  • Perform other duties as assigned.

 

Wage: $26.00 - $28.00 / Hour