Senior Executive Assistant to the CEO

2 weeks ago

Portland, Oregon, United States OMSI - Oregon Museum of Science & Industry Full time
Position Overview

Application requires a cover letter.


The Senior Executive Assistant to the CEO plays a pivotal role in supporting the President and CEO by acting as a strategic partner and trusted advisor. This position is responsible for orchestrating and executing administrative, project management, and operational functions that enhance the President's effectiveness. The Executive Assistant is the primary liaison for both internal and external stakeholders, ensuring seamless communication on behalf of the President. Additionally, this role involves collaboration with the Board of Trustees and managing board-related activities.


Key Responsibilities:

  • Executive Support:
    • Serves as a strategic partner to the President, assisting in prioritizing initiatives and determining necessary actions and resources; conducts research and follows up on sensitive issues and requests directed to the President.
    • Oversees the operations of the Board of Trustees, including the preparation of materials and tracking of action items; facilitates the onboarding of new trustees and coordinates the annual board retreat.
    • Proactively manages the President's calendar, assessing opportunities and aligning them with strategic priorities; prepares meeting materials to ensure productive discussions.
    • Develops communication strategies and key messaging for diverse audiences; creates tailored reports, presentations, and talking points for the President.
    • Acts as the primary communicator on behalf of the President with various stakeholders, including senior management, board members, and donors.
    • Leads special projects for the President, collaborating with multiple stakeholders across the organization.
    • Manages the budget for the President's office, including variance reporting.
    • Collaborates with the Development Department for donor engagement and maintains accurate records.
    • Handles administrative and financial tasks for the President's office, including contract processing and budget monitoring.

Work Environment:

  • This is a full-time, exempt position with a standard schedule of 40 hours per week.
  • Onsite presence is required, with occasional work on weekends, holidays, or evenings.
  • Physical requirements include sitting (60%), standing (30%), and occasional lifting of up to 20 lbs.
  • Vision requirements include close vision and the ability to distinguish colors.
  • Noise levels may vary from quiet to moderate, typical of an office environment.

Additional Responsibilities

Other duties may include supervising and training volunteers or interns, as well as undertaking additional tasks as assigned by the President and CEO.


Qualifications and Skills:

Required:

  • Exceptional organizational skills with a keen ability to manage multiple tasks while maintaining attention to detail.
  • Strong interpersonal and customer service skills, fostering relationships with staff, trustees, and external partners.
  • Excellent written and verbal communication skills, particularly in crafting presentations and talking points.
  • Proactive problem-solving abilities to meet deadlines in a dynamic environment.
  • Resourceful team player with the capability to work independently.
  • Proven discretion in handling confidential information and adaptability to competing demands.
  • Demonstrated success in achieving performance goals in a fast-paced setting.
  • Forward-thinking planner with project management skills to advance strategic initiatives.
  • Proficiency in Microsoft Office Suite, Adobe Acrobat, and familiarity with social media platforms.
  • Ability to manage multiple projects simultaneously while meeting strict deadlines.
  • Understanding of accounting and budgeting principles.

Education and Experience:

  • Bachelor's Degree or relevant professional certification, or a combination of education and experience.
  • A minimum of five years supporting C-level executives, preferably in a non-profit context.

Benefits and Perks

  • Comprehensive health plans with significant employer contribution.
  • 403(b) retirement plan with employer matching.
  • Generous vacation and sick leave policies.
  • Personal and cultural days off.
  • Complimentary family membership to OMSI.
  • Professional development opportunities focused on inclusion.
  • Employee recognition programs.
  • Discounts on summer programs for employees' children.

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