Executive Assistant to the President & CEO
Please apply at https://www.museumofplay.org/careers-internships/.
The Strong seeks an energetic, diplomatic, and enthusiastic professional to work in partnership with the President and CEO in a position that serves as chief administrative liaison with the museum’s Board of Trustees, conducts and manages special projects for the Senior Leadership Team and provides administrative and clerical support as needed. The successful candidate must be able to serve as a professional representative of the President and CEO in all interactions with guests, trustees, donors, community members, and museum staff.
• 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 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.
• Schedule and prepare the agenda for weekly and monthly senior leadership team (SLT) meetings. 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 staff meetings.
• 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 as requested.
• 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 packets and distribute packets in a timely manner.
• Maintain Board and Committee member rosters.
• Work alongside the vice president for guest and institutional services to conduct monthly community outreach team meetings, including scheduling meetings, presenting materials, and taking minutes, in addition to designing and developing materials for the committee’s review.
• Perform a wide variety of general secretarial 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 website.
• Represent the president and CEO on assigned museum teams and in community activities, as requested.
• Represent the museum at onsite and offsite events, some of which may be outside of regular working hours, as needed.
• Attend general staff meetings, and others, as needed.
• Bachelor’s degree in English, Communications, or strongly related field that emphasizes research, writing, and editing.
• Two-three years of administrative support experience.
• Demonstrated experience working closely with organizational leadership and staff, and ability to maintain effective working relationships with others.
• Strong ability to be proactive and excellent follow up skills.
• Ability to effectively handle last minute requests while balancing long term projects.
• Strong proofreading skills for reviewing final drafts and proofs of materials as needed.
• Excellent computer skills, including proficiency with Windows, Microsoft Word, Excel, PowerPoint, and Outlook.
• Must consent to and pass a drug screen and criminal background check as conditions of employment.