Executive Assistant to the CEO

Pacific Science Center•Seattle, WA

21d•Hybrid

About The Position

The Executive Assistant to the CEO (EAC) is a senior-level administrative role who supports the CEO and serves as a primary point of contact for internal and external stakeholders. The EAC plays a critical role in aligning the CEO’s time to ensure effective execution of PacSci’s mission, guiding principles, and strategy. The EAC acts as the liaison for the CEO and Board of Directors as they govern and set the strategic direction for the institution and reports to the CEO. This role is primarily onsite with hybrid flexibility.

Requirements

Strong skills in: Written and oral communications that are clear and effective with all audiences.
Scheduling and executive calendar management.
Event planning and execution.
Time management, systems thinking, organization, and prioritization.
Microsoft Office 365 applications (Outlook, Word, Teams, SharePoint, Excel).
Planning, organizing, and meeting multiple demands simultaneously.
Collecting, coordinating, synthesizing, and communicating information and data.
Handling confidential information with discretion.
3+ years administrative experience, with at least 1 year supporting an executive
HS diploma or GED
Demonstrated commitment to Inclusion, Diversity, Equity, and Access (IDEA) throughout every aspect of work
Demonstrated enthusiasm for PacSci’s mission

Nice To Haves

5+ years administrative experience on the executive level
Bachelor’s degree
Experience with web-based platforms to streamline the management of business data
Experience with CRM platforms and donor engagement workflows

Responsibilities

Performs all administrative duties for the CEO, Board of Directors, and Board Committees; as needed for members of the Executive Leadership Team.
Manages meeting logistics for CEO, Board of Directors, Board Committee, and Management Team.
Works with the People & Culture team to organize and execute All Colleague Meetings and other internal events.
Assists the Management Team with event planning, hosting outside partner organizations, and vendor coordination.
Prioritizes and manages the CEO’s commitments and calendar, including the coordination of internal and external meetings, conference calls and travel, and appointments with multiple teams.
Develops and reconciles the CEO and Board of Directors budgets.
Processes expense reports for the CEO.
Serves as a key partner to the Board of Directors in driving work forward.
Supports onboarding of newly elected Board members.
Collects, compiles, and distributes Board and Committee meeting materials and other communications.
Maintains familiarity with the Board by-laws and Board policies/resolutions to ensure the Board's compliance with its own policies and with best practices in Board governance.
Manages CRM activity within the CEO's portfolio; partners with the Development team to support donor and Board engagement, including calendar coordination to enable timely briefing document preparation.
Oversees office management, including office supply management.
Collaborates with other coordinators/assistants to provide coverage of duties as needed.
Performs other duties as assigned.