Executive Assistant at Great Lakes Science Center

Cleveland, Ohio, United States -

Full Time

Start Date

Immediate

Expiry Date

04 Aug, 26

Salary

62000.0

Posted On

06 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication Skills, Calendar Management, Meeting Coordination, Data Management, Expense Reporting, Project Management, Emotional Intelligence, Problem Solving, Decision Making, Team Collaboration, Software Proficiency, Confidentiality, Time Management, Adaptability, Professional Growth, Interpersonal Skills

Industry

Museums;Historical Sites;and Zoos

Description

Description Position Type: Full Time Exempt Salary Range: $58,000-$62,000 Expected Hours of Work: Monday through Friday, 9:00am to 5:30pm occasional early morning meetings, or evening and weekend events. Summary: The Executive Assistant will report to the President & CEO to support the executive office and the Board of Trustees. This is a dynamic position that is part of a fast-paced and supportive team. The position is well-suited for a proactive person comfortable working with a range of people and organizations. The Executive Assistant is the first point of contact at the organization for many donors, supporters, and community partners in Northeast Ohio. Essential Duties and Responsibilities: • Support the strategic business plan, mission, and vision of GLSC. • Manage the administrative needs of the President & CEO and the Board of Trustees. • Manage the President & CEO’s calendar and scheduling, including prioritizing meeting and event requests with close collaboration, as needed, with all of the Vice Presidents, Human Resources, and Finance. • Coordinate the logistics of meetings, including internal and external space/location reservations, both in-person and virtual, agenda preparation, perform meeting set-up needs, technology needs, and food and beverage services for staff and trustees as well as travel arrangements for the President & CEO. Schedule guest access to GLSC. • Ensure that the President & CEO is prepared with agendas for meetings/events, including bios and briefing materials prepares in coordination with the Development team or consultants as appropriate. Execute follow-up from meetings including thank you notes, sending materials, and completing any promised actions. • Produce correspondence for a diverse set of audiences, including staff, consultants, and the Board of Trustees. • Organize the Board of Trustees annual calendar. • Support Board of Trustees activities in collaboration with the Board Chair and organizational leaders, including preparing meeting agendas, reports, and other material in advance, taking and transcribing minutes, and following up on action items from such discussions. • Responsible for data management, including updating contact and distribution lists and updating information with the Development team. • Complete expense reports and required online financial forms in a timely manner. Support the Executive Office departmental budget as needed. • General office administrative activities include phone calls, emails, ordering supplies, and handling mail. This position requires confidence in regularly making phone calls and writing emails with appropriate tone and approach. • Ensure ongoing staff access and communication with the President & CEO, confidently discerning priorities. • Be a curious person, eager to learn, and excited to share new ideas and skills with the President & CEO to continuously support her growth and to support GLSC as a learning organization. • Project manage, as assigned, including, but not limited to, special projects, research on new policies in collaboration with Human Resources, research, and reporting. • Provide additional support for organizational events (in close coordination with other departments), which will be held during evenings, holidays, or weekends, with flexible scheduling provided to accommodate your time. Requirements Supervisory Responsibilities: • This position has no supervisory responsibilities Education and Work Experience Qualifications: • Bachelors’ degree or equivalent experience preferred. • Excellent software skills on a PC including Power Point, Excel, Outlook, and Adobe. Expertise in managing hardware set up for meetings in collaboration with IT staff is desired. • Excellent communication skills in person, on phone, and in emails. • Highly skilled with interacting with all levels of staff, leadership, and external contacts such as consultants and trustee members. • Adept at working effectively in an organization that includes colleagues of varied cultural, economic, and professional backgrounds in a team environment. • 5+ years’ working in a professional environment preferred. • Skilled with shared file management. • Ability to work on multiple projects simultaneously, manage priorities, and meet deadlines with a calm sense of urgency. • Strong decision-making ability and initiative to handle issues with little direction. • Lifelong learner who is interested in professional growth. • High level of emotional intelligence together with a friendly, courteous, professional, and helpful demeanor. Additional Eligibility Qualifications (K/S/A): • Must be sensitive to confidential nature of donor and organizational information. • High level of critical thinking and problem identification and solving skills necessary for troubleshooting. • Ability to verify and correct work before submitting, to ensure accuracy. • Self-starter and goal-oriented, to be able to work at a self-directed pace. • Willingness to improve your skills through continue professional development. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. Benefits Great Lakes Science Center is proud to provide staff members with a benefits program that offers choices designed to meet their individual needs and lifestyles. Eligible staff members can participate in the following benefits programs: • Medical • Dental • Vision • Free Parking • 403b Retirement Savings Plan with Match • Paid Time Off (PTO) & Paid Holidays • Employee Assistant Program (EAP) • Association of Science & Technology Centers (ASTC) Membership • Northeastern Ohio Intermuseum Council (NEOIMC) Membership • And more! Equal Employment Opportunity Statement: It is the policy of GLSC to provide equal employment opportunities (EEO) free from illegal discrimination, harassment and retaliation to all qualified applicants for employment without regard to race, color, religious affiliation, sex (including pregnancy), sexual orientation, gender identity, or gender expression, national origin, ancestry, citizenship, immigration status, age, source of income, familial status, marital status, veteran or military status, genetic information, disability or any other basis protected by applicable law. GLSC complies with applicable state, federal and local laws governing non-discrimination in employment.

Responsibilities

The Executive Assistant will support the President & CEO and the Board of Trustees by managing schedules, coordinating meetings, and ensuring effective communication. This role also involves producing correspondence, organizing the Board's calendar, and managing administrative tasks.