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Executive Assistant to the President

3 months ago

Portland, United States OMSI - Oregon Museum of Science & Industry Full time
Job DescriptionJob Description

Cover letter required with application.


Reporting directly to the President and CEO, the Executive Assistant acts as a thought partner and trusted advisor to the President and plans and implements administrative, project management and operational activities for the President. The Executive Assistant organizes and prioritizes critical issues and required information to facilitate the President's effectiveness. The Executive Assistant serves as the primary point of contact for internal and external stakeholders and communicates on behalf of the President. The Executive Assistant also serves as a liaison to the Board of Trustees and manages the work of the Board and committees. This position manages a variety of special projects for the President, including cross-functional projects with multiple internal and external stakeholders.


Essential Duties and Responsibilities:

  • Executive Support:
    • Acts as a thought partner and trusted advisor to the President in setting the President's priorities and mapping the actions, steps, and resources needed to move initiatives forward; researches, prioritizes, and follows up on incoming issues and requests addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
    • Manages the work of the OMSI Board and committees in collaboration with Board leadership, trustees and senior management; creates and updates all Board materials and tracks action items; manages and maintains online Board portal; facilitates onboarding new trustees and stewarding trustee relationships; plans and supports annual OMSI Board retreat.
    • Strategically and proactively manages the President's schedule, evaluating opportunities and determining fit with priorities, key initiative milestones, and long-term travel plans. Plans and creates meeting materials in advance to ensure the President is fully prepared and the meeting is structured to be as productive as possible.
    • Develops communication strategy and key message points for a variety of different audiences; drafts audience-focused reports, pitch decks, talking points, and presentations for the President.
    • Communicates directly and on behalf of the President with a variety of internal and external stakeholders, including the senior management team, Board members, donors/philanthropists, and others, on matters related to President's programmatic initiatives.
    • Manages a variety of special projects for the President, including cross-functional projects with multiple internal and external stakeholders.
    • Manages the budget of the President's office and variance reporting.
    • Works effectively with the Development Department for donor cultivation, stewardship, and timely record keeping.
    • Provides administrative and financial management for the President's office including processing contracts, invoicing, expense reports, etc.; develops, monitors, and reports on departmental budget.

Working Conditions:

  • This position is exempt, paid salaried;
  • This position is regular full-time scheduled for 40 hours/week;
    • Requires working onsite at the museum location;
    • Requires working on some weekends, holidays, and/or evenings.
  • Physical Demands: 60% sitting, 30% standing, 10% lifting/carrying 20 lbs.;
  • Vision Demands include:
    • Close vision (clear vision at 20 inches of less)
    • Color vision (ability to identify and distinguish colors)
    • Ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus)
  • Environmental Demands include:
    • None
  • Noise Levels include:
    • Quiet (examples: library, private office)
    • Moderate (examples: business office with computers and printers, light traffic)

Secondary Responsibilities

Secondary responsibilities include-but are not limited to-the following:

  • May supervise and train volunteers, interns or temporary staff in their efforts to support and organize administrative tasks.
  • Assume other duties as assigned by the President and CEO.

Knowledge and Skills:

REQUIREMENTS:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Very strong interpersonal and customer service skills and the ability to build relationships with stakeholders, including staff, trustees, external partners, and donors.
  • Expert level written and verbal communication skills, including skills in developing talking points and presentations.
  • Demonstrated proactive approaches to collaboration and problem-solving to meet individual, departmental and organizational deadlines.
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Forward looking planner, with project management skills to map the actions, steps, and resources needed to move strategic initiatives forward.
  • Demonstrated proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and social media platforms.
  • Ability to effectively manage and track multiple projects simultaneously, prioritize, work well under pressure with a high degree of accuracy, and meet stringent and overlapping deadlines.
  • Working knowledge of accounting/budgeting principles, procedures, and standards

Education & Work Experiences:

REQUIREMENTS:

  • Bachelor's Degree or professional certification appropriate to the position, or equivalent combination of experience and education.
  • Minimum five years of experience supporting C-level executives and boards, preferably in a non-profit organization.

Additional Requirements/Preferences; Including Licenses and Certifications:

REQUIREMENTS:

  • Valid driver's license.
  • Pre-employment checks, such as criminal background checks and reference checks.

PREFERENCES:

  • Working knowledge of Sales Force preferred.

Benefits and Perks at OMSI

  • Multiple health plans (OMSI pays 86% of employee premiums)
  • 403(b) retirement with employer match eligibility
  • 2 weeks of vacation per year
  • 2 weeks of sick time per year
  • 12 personal / cultural days (PTO) per year
  • Free annual OMSI Family Membership
  • Reciprocal Employee Attractions Pass (REAP)
  • Inclusion-centered professional development opportunities
  • Employee-led rewards and recognition program
  • Discounts on summer programs for employee's children