Executive Assistant & Administrative Manager

Museum of Science, Boston

www.mos.org

Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.

Summary Statement

The Executive Assistant and Administrative Manager of the Office of the CFO plays an essential role addressing both short- and long-term functionality throughout the Division including but not limited to financial reporting, BOT committee meetings, office systems and supplies, procedure and policy compliance, and facilities/space concerns. They will manage the flow of work through the office by performing complex and varied duties, coordinating with teams across the Museum. This position proactively organizes the CFO and SVP schedules, is responsible for high-level logistical and external correspondence, special projects, compiling reports, and planning/preparing presentations. Participate in the Guest Service Program to support the Museum's commitment to providing our guests and colleagues with a welcoming and comfortable environment:

• The Guest Service Experience
• The Guest Service Orientation (Mandatory)

RESPONSIBILITIES:

• Provides executive and courteous administrative support for the divisional leadership and division heads, such as 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 divisions while maintaining confidentiality.
• WORK SCHEDULE: Full-Time/ Monday-Friday
• Supports meeting preparation for Board-level meetings of the Finance, Audit, and Investment Committees as needed. This could include organizing and executing the scheduling of the meetings, some PowerPoint preparation, assembling of materials, and other logistics.
• Perform high-level project management for ad-hoc tasks as assigned to support the goals and objectives of both divisions. Pulls and compiles information for meetings and handles routing internal documents, including invoices and contracts.
• Assist the CFO and Senior Vice President of Finance in implementing systems, workflows, and processes that leverage existing strengths to enhance business practices and communications across the Finance Operations offices.
• Support the management, writing, and reporting of Objectives and Key Results (OKRs) for both divisions on a quarterly and annual basis to ensure they are captured and updated promptly.
• Act as the liaison to Human Resources for the Operations Division. Analyze, develop, implement, educate and support adherence to policies and procedures to ensure effective and efficient office practices. Recommend and implement appropriate plans for all Business and Service Unit administrative support in recruitment, onboarding/orientation, professional development, performance planning, back-up support for existing staff and open administrative and support positions in order to provide all team members with the tools necessary to be successful in their respective roles.
• Manages the CFO and SVP of Finance's calendars, scheduling all meetings, internal and external. Responds to requests from external parties for participation, including the initial contact, response, and coordination of calendar and all logistics.
• Responsible for directing the procurement of all Finance services and equipment. Administers procurement functions and oversees the preparation of contracts, reports, and supporting documentation in collaboration with Finance and other Museum departments as appropriate. Responsible for departmental transfers, invoicing, and payables.

Reports To

CFO and SVP of Finance

MINIMUM QUALIFICATIONS:

• Demonstrated oral and written communication skills
• Demonstrated ability to set priorities and to perform under pressure in a fast-paced office environment.
• Setting and monitoring progress toward objectives and key results
• Demonstrated experience using Microsoft Office Suite and managing multiple calendars
• Education: Thorough knowledge of the field and procedures of an area and general knowledge of related areas of MOS. Bachelor of Science or Arts degree or equivalent.
• Previous experience supporting Board members/committees
• Demonstrated attention to detail
• Demonstrated professionalism and discretion
• Demonstrated ability to adapt to changing priorities
• Proven ability to work independently and to take initiative on projects.
• Ability to handle confidential material
• Demonstrated ability to handle multiple projects with various deadlines
• Experience: 3 or more years of administrative and/or office management experience.

Starting Salary

Exempt (Salaried) $66,400-$71,400.

Benefits

Benefits 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 more!

Vaccination Policy

Staff, 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.

The 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.

No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.

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