Executive Assistant to President & CEO

Executive Assistant

The Strong seeks an energetic, diplomatic, and enthusiastic professional to work in partnership with the President and CEO. The responsibilities of this role encompass both organizational and administrative functions. The executive assistant supports the president and CEO in schedule management, Board liaison duties, communications, and gatekeeping. This position provides correct, timely, and relevant information that supports executive strategic initiatives, oversees heavy calendar management, schedules travel arrangements, and routinely interfaces with Board members, senior leaders, and other museum team members.

This position operates in a fast-paced and collaborative environment where adaptability, accuracy, and attention to detail with a positive demeanor is required. The incumbent is expected to provide complex and diversified administrative support with minimal supervision. The executive assistant is required to expend such personal efforts as may be needed to keep up with advances in subject matter information related to this position.

The employee must learn the constraints, with consideration of the budget, within which this job must be performed and work within those limitations.

Responsibilities include:

• Establish a comprehensive understanding of the museum's mission and actively factor organizational goals into decisions and work completed for the office of the president and CEO.
• Provide overall administrative and clerical support to the president and CEO including, but not limited to, managing calendars, booking travel, overseeing timelines for special projects, preparing meeting materials, formatting and finalizing reports and presentations, and managing correspondence.
• Regularly meet with the president and CEO to provide information and deliverables that contribute to the latter's productivity and efficacy.
• Handle scheduling for the president and CEO for all internal and external meetings and provide support for any external committees.
• Support the Senior Leadership Team (SLT) by assisting with their regular weekly and monthly meetings, coordinating special project meetings involving SLT, tracking PTO, managing the Long-Range Plan action register, and providing support for various special projects as needed.
• Schedule and prepare the agenda for weekly and monthly senior leadership team (SLT) meetings and take meeting notes. Communicate with leadership to keep the most essential, time sensitive items at the forefront of agendas.
• Conduct and manage, as assigned, various research and special projects for the president and CEO and SLT related to museum operations, communications, tourism, visitation, and guest experiences. Research and benchmark other museum and commercial programs for comparative purposes.
• Field phone calls, take requests for meetings, and draft correspondence and presentations from the executive office, as appropriate.
• Maintain a guest-focused culture and model relationship-building skills in all interactions. Greet, welcome, and escort the president and CEO's guests within the museum, as needed. Ensure these guests' experiences are based on hospitality and readily adapt to last-minute requests or changes.
• Prepare informational documents for special guests, including prospective donors, external museum professionals, and others.
• Schedule and support the logistics of quarterly SLT/Director and staff meetings, as well as other museum-wide meetings as necessary.
• Manage the yearly calendar and scheduling of all Board, Executive, and Board Committee meetings. Lead the preparation for all meetings: send invitations and maintain the RSVP list; coordinate the hospitality, set up, and AV; and take meeting minutes. Draft minutes, manage the approval process, and upload approved minutes to the board platform, Govenda.
• Serve as chief administrative liaison with the Board for meetings, minutes, by-laws, and committees that directly involve the president and CEO, and maintain all files and records related to the Board.
• Work with the president and CEO and key staff to gather relevant information to prepare extensive Board materials and ensure meeting documents are uploaded to the board platform, Govenda in a timely manner.
• Maintain Board and Committee member rosters including honorary and emeritus trustees.
• Perform a wide variety of general administrative support duties as required, including, but not limited to, maintaining the executive office's supplies inventory, preparing expense statements for the president and CEO, sorting and delivering the president and CEO's daily mail, and developing and maintaining appropriate filing systems.
• Develop and maintain written procedures for all activities within the scope of responsibilities.
• Assist with organizing the logistics for the annual conference of The Association for the Study of Play (TASP), which is held at the museum every few years. Oversee, in conjunction with the president and CEO and designated TASP contact, the content of the TASP…