Executive Assistant

Great Lakes Science Center•Cleveland, OH

3d•Onsite

About The Position

The Executive Assistant will report to the President & CEO to support the executive office and the Board of Trustees. This is a dynamic position that is part of a fast-paced and supportive team. The position is well-suited for a proactive person comfortable working with a range of people and organizations. The Executive Assistant is the first point of contact at the organization for many donors, supporters, and community partners in Northeast Ohio.

Requirements

Bachelors’ degree or equivalent experience preferred.
Excellent software skills on a PC including Power Point, Excel, Outlook, and Adobe.
Expertise in managing hardware set up for meetings in collaboration with IT staff is desired.
Excellent communication skills in person, on phone, and in emails.
Highly skilled with interacting with all levels of staff, leadership, and external contacts such as consultants and trustee members.
Adept at working effectively in an organization that includes colleagues of varied cultural, economic, and professional backgrounds in a team environment.
5+ years’ working in a professional environment preferred.
Skilled with shared file management.
Ability to work on multiple projects simultaneously, manage priorities, and meet deadlines with a calm sense of urgency.
Strong decision-making ability and initiative to handle issues with little direction.
Lifelong learner who is interested in professional growth.
High level of emotional intelligence together with a friendly, courteous, professional, and helpful demeanor.
Must be sensitive to confidential nature of donor and organizational information.
High level of critical thinking and problem identification and solving skills necessary for troubleshooting.
Ability to verify and correct work before submitting, to ensure accuracy.
Self-starter and goal-oriented, to be able to work at a self-directed pace.
Willingness to improve your skills through continue professional development.

Nice To Haves

Expertise in managing hardware set up for meetings in collaboration with IT staff is desired.

Responsibilities

Support the strategic business plan, mission, and vision of GLSC.
Manage the administrative needs of the President & CEO and the Board of Trustees.
Manage the President & CEO’s calendar and scheduling, including prioritizing meeting and event requests with close collaboration, as needed, with all of the Vice Presidents, Human Resources, and Finance.
Coordinate the logistics of meetings, including internal and external space/location reservations, both in-person and virtual, agenda preparation, perform meeting set-up needs, technology needs, and food and beverage services for staff and trustees as well as travel arrangements for the President & CEO. Schedule guest access to GLSC.
Ensure that the President & CEO is prepared with agendas for meetings/events, including bios and briefing materials prepares in coordination with the Development team or consultants as appropriate. Execute follow-up from meetings including thank you notes, sending materials, and completing any promised actions.
Produce correspondence for a diverse set of audiences, including staff, consultants, and the Board of Trustees.
Organize the Board of Trustees annual calendar.
Support Board of Trustees activities in collaboration with the Board Chair and organizational leaders, including preparing meeting agendas, reports, and other material in advance, taking and transcribing minutes, and following up on action items from such discussions.
Responsible for data management, including updating contact and distribution lists and updating information with the Development team.
Complete expense reports and required online financial forms in a timely manner. Support the Executive Office departmental budget as needed.
General office administrative activities include phone calls, emails, ordering supplies, and handling mail. This position requires confidence in regularly making phone calls and writing emails with appropriate tone and approach.
Ensure ongoing staff access and communication with the President & CEO, confidently discerning priorities.
Be a curious person, eager to learn, and excited to share new ideas and skills with the President & CEO to continuously support her growth and to support GLSC as a learning organization.
Project manage, as assigned, including, but not limited to, special projects, research on new policies in collaboration with Human Resources, research, and reporting.
Provide additional support for organizational events (in close coordination with other departments), which will be held during evenings, holidays, or weekends, with flexible scheduling provided to accommodate your time.