Executive Assistant to the Executive Vice President & COO
The Executive Assistant provides direct secretarial and administrative support to the Executive Vice President & COO; provides administrative support for the areas reporting to the EVP-COO; and maintains files and records for the operations department. With approval of the EVP-COO, assists other staff members with specific requests and/or tasks. The position requires a self-starter with initiative, independent judgment and who maintains strict confidentiality.
- Prepare complex and confidential correspondence, reports and proposals. Distribute materials to other Museum professional staff for information and/or disposition. Research and compose draft correspondence and documents for the EVP-COO’s signature. Review materials prepared for the EVP-COO’s approval for accuracy and proper format.
- Schedule appointments; maintain EVP-COO’s calendar and daily schedule; arrange conferences and meetings and travel arrangements for the EVP-COO; and assemble background materials as directed.
- Review incoming mail and assist in the investigation and disposition of inquiries and requests addressed to the EVP-COO. Use independent judgment and take appropriate action to resolve problems and answer questions that do not require the EVP-COO’s attention.
- Coordinate meetings including preparing the agenda, assembling materials; and taking, transcribing, and distributing minutes. File correspondence, reports, contracts, documents, etc.
- Prepare regular reports for the EVP-COO on the status of ongoing projects. May require assembling and analyzing fairly complex or confidential information or data.
- Maintain and monitor renewals, expirations, and updates for certain government/state entities and professional societies and memberships.
- Undertake other duties and special projects as assigned by the EVP-COO.
- Bachelor’s Degree and a minimum of four years directly related experience associated with administrative and secretarial functions, preferably in a non-profit or related institution.
- Extensive knowledge of office procedures and basic knowledge of office equipment.
- Excellent communication skills, oral and written.
- Initiative, strong organizational skills; attention to details; problem solving abilities, and good judgment.
- Ability to analyze facts and circumstances to conclude and make recommendations for solving problems within accepted Museum practice.
- Ability to work independently or in a team environment on shifting assignments under tight time constraints consistently meeting deadlines.
- Willingness to work irregular hours including evenings, weekends, holidays, special events or during periods of heavy visitation.
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