SUMMARY This position provides administrative assistance and organizational support to two members of the Exploratorium’s senior leadership team: the Senior Director of Visitor Experience and the Senior Director of Educator Engagement at the Exploratorium. The Executive Assistant supports multiple people and works closely with program staff across the divisions as well as with the other Executive and Administrative Assistants. This multi-faceted position is an excellent opportunity for someone who is creative, flexible and able to think on their feet and thrive in an environment that is mission-driven and ever-changing. As an Executive 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; anticipating the various demands on the Directors’ time and attention, and exercising discernment in screening and prioritizing those demands; proactive problem solving; and fostering positive relationships. Strong communication skills and a pleasant, positive rapport are necessary to communicate with all internal and external constituents. ESSENTIAL FUNCTIONS
Manage all aspects of the Senior Director of Visitor Experience’s and the Senior Director of Educator Engagement calendars, keeping Directors on-schedule and prepared throughout the day; anticipate needs and potential conflicts, responding proactively without requiring detailed direction. 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. Provide a bridge for smooth communication between the Associate Executive Director, Senior Director of Visitor Experience and other internal departments and staff, prioritizing conflicting needs and requests and handling matters expeditiously and proactively, often with deadline pressures. 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. Serve as a primary contact and liaison for anyone requiring information about IRL, Lab and Visitor Experience programs. Process expense reports, travel reimbursements, invoices, and track credit card charges. Work with fellow Executive Assistants and Administrative Directors to create and maintain systems to ensure an organized office environment. Conduct independent research and assist with special projects as needed. Additional duties as required.
QUALIFICATIONS BA/BS degree and at least 2 years’ 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. Excellent organizational skills with outstanding attention to detail and follow-through. Highly resourceful team player, with the ability to be extremely effective independently. Demonstrated proactive approach to problem-solving with strong decision-making capability. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and to demonstrate the highest level of service and response to internal and external constituents. Emotional maturity; flexible, patient and positive attitude with diverse staff and public. High level of computer literacy (proficiency in Word, PowerPoint and Excel required, additional familiarity with Mac programs preferred). 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. HOW TO APPLY This is a regular, full-time (37.5 hours/week), exempt position and includes benefits. To apply, please visit the Exploratorium job page. Please, no phone calls in regards to this job. The Exploratorium is proud to be an Equal Opportunity Employer and values diversity. We welcome and strongly encourage applicants from all backgrounds. All qualified applicants will receive consideration for employment.