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Senior Executive Assistant, Director's Office

2 months ago

Pittsburgh, United States Carnegie Museums of Pittsburgh Full time

Kamin Science Center (formerly known as Carnegie Science Center) connects people with science, igniting curiosity that endures for a lifetime. Our Science Center integrates science and technology, offering immersive experiences like exploring the human body's mysteries and diving into river science and wildlife wonders. Embracing the spirit of exploration, we proudly feature Mars: The Next Giant Leap and showcase USS Requin (SS 481) submarine, offering firsthand glimpses into space and history. Beyond these exhibits, visitors can enjoy movies on Pittsburgh's largest screen, engaging live theater performances, thrilling sports challenges, and the fan-favorite Miniature Railroad & Village®. Committed to inclusivity, our position on Pittsburgh's North Shore by the Ohio River ensures accessibility for everyone, while our outreach initiatives actively involve Pittsburgh's vibrant and diverse communities, extending our impact beyond local boundaries to a national scale. Join us as we ignite curiosity and forge deep connections between people and the limitless wonders of science The Senior Executive Assistant to the Directors Office is responsible for administrative and financial oversight of the Director's Office. Performs diverse administrative and financial functions ensuring efficient flow of work within the Director's Office, which includes the Science Center's Director and Chief of Staff. Coordinates communication with various stakeholders including Carnegie Museums and Science Center staff, Science Center Advisory Board and Committee members, as well as external stakeholders, partners, and VIPs. Ensures that office operations, procedures, and resources support organizational effectiveness and efficiency across Science Center staff while also having oversight of the Director's Office operating budget. Qualifications Education and Experience: Minimum requirement is a bachelor's degree in business administration or related experience. Preferred emphasis on executive level administration. Minimum 5 years' experience in a professional work environment, including executive support. Must be highly organized with calendar management, project oversight capability, financial acumen, and executive-level administrative skills. Must have experience with board reporting, VIP communications, travel coordination, and strong skills with MS Office (Word, Excel, PowerPoint, Outlook) as well as remote conferencing software (such as Zoom and Microsoft Teams). Knowledge, skills, and abilities: The candidate must be skilled in providing executive/administrative-level support in a fast-paced environment. Requires excellent organizational, interpersonal, and communication skills. Must be able to multitask effectively and set and carry out short-and long-term goals. Must have the ability to work professionally and collaboratively with staff, Advisory Board members, patrons, and professional colleagues from diverse backgrounds in a team-oriented environment. Must have the initiative to undertake and complete tasks and projects thoroughly as they arise and make recommendations for improving the overall functioning of the department and museum-wide administration. Discretion related to confidential information is also required. *PHYSICAL REQUIREMENTS: * Work is primarily sedentary in nature; no special demands are required. Principal Accountabilities Provides essential and timely administrative support to the Director and Chief of Staff. Answers telephones and records and distributes messages as needed; oversees incoming mail with appropriate prioritization and distribution; maintains daily calendar, schedules all in-person and online appointments and meetings. Ensures that the Director and Chief of Staff are prepared in advance for all meetings/appointments with necessary materials and presentations. Ensures that materials prepared by the Director's Office meet high stan ards of professional finish. Makes travel arrangements and other reservations. Prepares and submits expense reports. Organizes and prepares all documentation for Advisory Board meetings, and other key meetings and appointments. Creates necessary documents including agendas, itineraries, reports, summaries, presentation materials, and other relevant documentation. Handles meeting logistics, including reserving meeting spaces, arranging food and beverage service, audio-visual equipment, photographer, and other necessary arrangements. Attends meetings as requested. Records and distributes meeting minutes in an accurate and timely fashion. As assigned, coordinates special events for the Director's Office, including managing invitation lists and related logistics. Serve as internal resource and point-of-contact as needed for Advisory Board members, patrons, and other friends of the museum. Maintains Director's Office supply inventories, ordering supplies as necessary using established procedures. Coordinate with Science Center staff and Facilities, Planning & Operations (FP&O) regarding maintenance and cleanliness of designated Science Center spaces (Director's Office, 2nd floor staff lounge); submits and monitors online FP&O work orders through TAMS system. Oversee office equipment maintenance in coordination with appropriate central departments. Serves as greeting/screening for incoming visitors to the Director's Office or other departments as needed. With input from Finance, track Director's Office-related operating expenses; process, verify, code and reconcile departmental invoices and purchase card expenses in a timely manner; prepare journal entries and wire transfers as needed; create follow-up financial and narrative reports as requested. Oversee Director's office budget preparation under the supervision of the Chief of Staff, and in coordination with the Budget Manager. Types and proofreads various documents as requested. Sorts, files, and maintains departmental files and related correspondence, and coordinates with central files. Locates and extracts materials from files as needed. Periodically purges files for outdated materials as needed. Responsible for distributing mail and packages, including occasional deliveries to other departments within CMP. Performs other related duties as assigned by the Director and the Chief of Staff. The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment: Pennsylvania Child Abuse History Clearance Pennsylvania State Police Criminal Record Check FBI Fingerprint Criminal Background Check Obtaining the required clearances is completed as part of the new hire process. Carnegie Museums is an Equal Opportunity-Affirmative Action Employer -- Minorities / Females / Veterans / Individuals with Disabilities / Sexual Orientation / Gender Identity The above job description reflects the essential functions and qualifications for the position identified, and shall not be construed as a detailed description of all the work requirements that may be inherent in the position. The job description does not constitute an employment contract and does not alter the at-will relationship between CMP and the employee.