Executive Assistant to the Marketing and Communications Division

4 weeks ago

Boston, Massachusetts, United States Museum of Science Full time

bJob Description/bbrbrThe Museum of Science is seeking an Executive Assistant to provide administrative support to the Chief Marketing Officer and the Marketing and Communications Division. The successful candidate will be responsible for handling financial reporting, coordinating meetings, managing projects, invoicing, addressing personnel issues, overseeing office systems and supplies, ensuring procedure and policy compliance, and addressing facilities and space concerns.brbrThe Executive Assistant will take a proactive approach to organizing the CMO's schedule and be responsible for managing high-level logistical and external correspondence. They will also handle logistics for committee duties, compile reports, manage budgets, process invoices, and assist in planning and preparing presentations. Additionally, they will provide supplemental support to the divisional leadership team for various cross-divisional and cross-museum tasks, such as scheduling, invoicing, note-taking, and team meeting management.brbrThe ideal candidate will possess excellent oral and written communication skills, strong organizational abilities, and a positive and proactive approach. They will also be able to adapt to changing priorities and handle confidential material with discretion.brbrbKey Responsibilities:/bbrulliAssist and support meetings, including daily meetings, bi-weekly divisional meetings, bi-weekly cross-Museum meetings, monthly 1:1s, and quarterly budget meetings./liliAssist with the annual budget forecasting process, monthly tracking, and reporting across the division./liliProcess 100+ invoices a year across the division./liliCoordinate the response to 40-50 emails per day and assign tasks to the appropriate individual./liliManage timesheet submissions and approvals every 2 weeks./liliLeverage Microsoft Teams to enhance division efficiency by scheduling meetings, organizing files, managing projects, and supporting the platform's adoption./li/ulbrbKey Deliverables:/bbrolliProvide executive and administrative support for the CMO, including meeting coordination, responding to routine internal and external inquiries, directing phone and in-person questions to appropriate staff members, and organizing internal and external documents to ensure the smooth running of the Division while maintaining confidentiality./liliManage the CMO's calendars, scheduling all meetings, internal and external. Respond to requests from external parties for participation, including the initial contact response, ensuring the CMO is organized and prepared./liliSupport meeting coordination for all cross-divisional and cross-Museum meetings, working closely with Marketing division directors. This could include organizing and executing the scheduling of the sessions, some PowerPoint preparation, assembling of materials, note-taking, meeting minutes, and other logistics to ensure meetings run smoothly./liliPerform high-level project management for ad-hoc tasks as assigned in support of the goals and objectives of the Marketing division, as well as handle routing of internal documents./liliThe individual oversees the invoice process for the Integrated Marketing Communications (IMC) and Public Relations (PR) departments. They work closely with the divisional directors and the Finance team to ensure smooth operations. Additionally, they support invoicing from the Membership and Visitor Services department as required. In addition to this, they assist with various finance-related tasks, including annual budgeting, monthly tracking, and reporting./liliManages the processes for the Prizes and Awards committee (solicitation/voting, meeting coordination, minutes, awardee correspondence, travel, event planning, etc.) and the Marketing Committee (meeting planning, minutes, presentation development, etc.)./liliOversee the day-to-day general office management for a division of 25+ related to personnel support, procurement, facilities/space needs, and administrative staffing coordination./liliPerform other work-related duties as required by the CMO./li/olbrbWork Schedule:/bbrThis position is full-time, 40 hours/week, Monday-Friday, 9-5.brbrbReports to:/bbrChief Marketing OfficerbrbrbMinimum Qualifications:/bbrulliPost-high school course work, technical degree, associate's degree, business or vocational certificate/lili5 or more years of office management experience/liliDemonstrated ability to adapt to changing priorities/liliDemonstrated oral and written communication skills/liliDemonstrated professionalism and discretion/liliDemonstrated ability to self-monitor and be pro-active/liliDemonstrated experience handling confidential material/liliDemonstrated experience using Microsoft Office Suite/liliDemonstrated experience managing multiple calendars/li/ulbrbStarting Salary:/bbrExempt (Salary) $57000- $70,000/ yearbrbrbBenefits:/bbrBenefits for full-time, exempt (salaried) staff include free parking, T accessibility, commuter spending account, 23 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, a Museum Membership, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much morebrbrbVaccination Policy:/bbrStaff, interns, and volunteers will be required to show proof that they are fully vaccinated against COVID-19 as a condition of employment. The Museum will consider an exemption from the vaccine requirement if they are unable to get vaccinated due to a qualifying medical disability or a sincerely held religious objection. The Museum is not required to provide an accommodation or exemption from the vaccine requirement if doing so would pose a direct threat to others in the workplace or would create an undue hardship for the Museum.brbremThe Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity./embrbrNo phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.brbJob Posted by ApplicantPro/b

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