Administrative Coordinator for Advancement

2 weeks ago

Boston, Massachusetts, United States Museum of Science Full time
Job Overview

Position: Executive Assistant, Advancement

Organization: Museum of Science, Boston


We embrace innovation and creativity that stem from the diverse perspectives of our team members. Your unique viewpoint is valued here.


POSITION SUMMARY: The Executive Assistant, Advancement plays a pivotal role in providing essential administrative support to the Chief Advancement Officer (CAO). This position entails proactive management of schedules, meeting arrangements, and communications. Responsibilities include preparing briefings, presentations, and proposals, maintaining CRM data, and executing office administration tasks such as procurement and expense management. Additionally, this role supports the Advancement division and contributes to special projects, necessitating strong organizational skills, discretion, and effective collaboration with various teams.


KEY RESPONSIBILITIES:

Executive Support:

  • Deliver comprehensive administrative assistance to the CAO, including calendar management, coordination of complex meetings, donor outreach, and drafting of executive communications.
  • Act as the primary point of contact for internal and external inquiries directed to the CAO and the Advancement team, ensuring timely and appropriate responses.
  • Manage the precise processing of the CAO's expenses, including corporate card reconciliations, reimbursements, invoices, and contract-related expenses.
  • Oversee CRM management for the CAO, including pipeline reporting, contact and activity tracking, and opportunity management within Salesforce.
  • Prepare detailed briefing materials for the CAO, collaborating with relevant internal teams to gather necessary research and insights.
  • Provide executive-level administrative support for board committees, including scheduling, managing communications, and preparing accurate minutes.

Office Management:

  • Supervise the procurement and inventory of office supplies for the division, ensuring seamless operations.
  • Manage daily office responsibilities, including team support, facilities coordination, and IT troubleshooting.

Team Support:

  • Assist the Advancement team with critical administrative tasks, including mail management, processing transmittals, and handling daily gift summaries and acknowledgment letters.
  • Coordinate logistics for high-level team meetings, including agenda preparation, space management, and AV coordination, ensuring smooth execution.
  • Perform additional duties as assigned by the Manager to support the division's strategic objectives.

WORK SCHEDULE:

  • In-Office Days: Employees are required to be in the office on designated days each week.
  • Rotating Friday Coverage: A rotating schedule for Friday coverage is in place, necessitating on-site presence several times a year.
  • Standard Working Hours: Regular working hours are from 9:00 AM to 5:00 PM.
  • Additional Commitments: Occasional evening and weekend work may be necessary to support events, with flexibility for compensatory time off.

REPORTING STRUCTURE:

Reports to the Director of Advancement Operations and Chief Liaison.

MINIMUM QUALIFICATIONS:

Education: Bachelor's degree preferred.

Experience: A minimum of 2 years of administrative experience preferred. Experience in the non-profit sector and/or customer relations is advantageous.

BASIC QUALIFICATIONS:

  • Demonstrated ability to manage multiple tasks in a fast-paced environment with a keen attention to detail.
  • Proven written and verbal communication skills, along with strong customer relations abilities.
  • Capability to manage calendars, meeting schedules, and project timelines effectively.
  • Prior experience in developing and maintaining relationships with staff, board members, volunteers, vendors, and high-level partners.
  • Familiarity with digital systems and database management.

SALARY AND BENEFITS:

Exempt (Salaried) position with a competitive salary.

BENEFITS:

Comprehensive benefits for full-time, exempt staff include free parking, public transportation accessibility, vacation days, holidays, sick leave, medical, dental, and vision insurance, disability coverage, life insurance, retirement plans, flexible spending accounts, employee discounts, referral programs, tuition assistance, and professional development opportunities.

The Museum of Science is committed to Equal Employment Opportunity and strives to attract, retain, develop, and promote the most qualified employees without regard to race, gender, color, religion, sexual orientation, national origin, age, disability, citizenship status, veteran status, or any other characteristic protected by law. We are dedicated to fostering a work environment free from discrimination and harassment, where all employees are treated with respect and dignity.

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