Executive Assistant to SVP/CAO
- Experience Level
The California Science Center is one of the world's leading science centers devoted to science learning. It is among the most attended museums in North America, with over 2.5 million guests each year for the past two years and is the permanent home of the Space Shuttle Endeavour. The California Science Center is currently developing a major expansion, the Samuel Oschin Air and Space Center. The California Science Center holds prestigious accreditations by the American Alliance of Museums and the Association of Zoos and Aquariums. The California Science Center is a department of the State of California (State) and who works in partnership with the not-for-profit California Science Center Foundation (Foundation) to bring our mission to life. Visit us on the web to learn more: californiasciencecenter.org.
The Executive Assistant provides high-level executive support to the Senior Vice President and Chief Advancement Officer (“SVP/CAO”) involving frequent interaction with Trustees and donors and productive working relationships with their assistants. Primary duties that include: managing the calendar; coordination of Board of Trustees and committee meetings; materials preparation, logistics and technical assistance for meetings and donor visits; phone call screening; travel arrangements; and overall assistance with tasks necessary to ensure the smooth administration of the SVP/CAO’s office. The Executive Assistant also performs project coordination and general clerical duties for the California Science Center Foundation with an emphasis on Board of Trustees relations and Development (fundraising) including the EndeavourLA Campaign. Additional areas of responsibility include: scheduling and coordinating arrangements for meetings, visits, tours, calls, presentations and occasional events; database and office systems management; processing expense reports, purchase orders and payment vouchers; writing and production of correspondence.
Major Job Responsibilities:
- Provide high-level executive support to the SVP/CAO, including: drafting letters and email correspondence; processing incoming/outgoing mail and arranging deliveries; copying, scanning and filing; travel arrangements; generating vendor contracts; managing departmental credit card, preparing expense reports, purchase orders and payment vouchers; ordering supplies.
- Coordinate Board of Trustees, Executive Committee and various board committee meetings, including scheduling, generating agendas, reports and meeting packets, sending notices, reminders and tracking RSVPs, meeting arrangements (food and beverage, room setup and breakdown, audio visual equipment, etc.), preparing presentation materials and minutes.
- Produce support materials for Committee on Trustees, including Trustee participation report tracking meeting attendance, giving and committee service; summary of Trustee candidates and recruitment actions; candidate bios; log of Trustees elected and resigned; orientation notebook outlining Trustee responsibilities and key organization information; welcome letters and conclusion of service letters.
- Coordinate with Executive Assistant to the President & CEO to schedule high-priority meetings, visits and calls involving board members, donors and prospects.
- Maintain the SVP/CAO’s calendar by scheduling internal and external meetings and appointments; enter and maintain contacts in Outlook.
- Produce Board of Trustees roster, generate mailing lists and maintain Trustee records in donor database, including contact information, biographical and other details.
- Prepare regular communications to the Board of Trustees, including mailings, invitations and emails on behalf of the President & CEO, SVP/CAO, Board Chair and other appropriate individuals as directed.
- Establish system for maintaining regular touchpoints with Trustees (birthday greetings, visits/calls apart from board meetings, sharing relevant news, updates, etc.) by the President & CEO, SVP/CAO and other appropriate staff as directed to promote board engagement and support development efforts.
- Coordinate arrangements (food and beverage, room setup and breakdown, audio visual equipment, tour guides, special exhibit and IMAX tickets, presentations and takeaway materials, etc.) for meetings, visits, tours and small events, often with complex schedules involving executive staff, board members, donors and prospects, outside agencies and consultants.
- Establish and maintain information sharing systems including paper and electronic files; allocate correspondence, directives, reports, publications and samples to the correct persons and files.
- Assist with Board of Directors (separate body from Board of Trustees) meeting arrangements as needed.
- Assist with coverage of the reception desk as needed.
- Perform other duties as assigned.
- Bachelor’s degree preferred.
- 5 or more years of administrative assistant experience in managing the day-to-day business activities of a proprietor or exempt executive or high-level administrator; and with core experience in at least five (5) of the following areas: demonstrated ability to handle confidential information with discretion; prioritizing and handling internal and external correspondence; scheduling meetings and maintaining daily and long-term calendar; screening incoming calls in the most professional manner; coordinating board meetings and materials preparation; making all necessary travel arrangements; creating and maintaining comprehensive filing system; handling all incoming and outgoing mail.
- High proficiency in Microsoft Office suite applications (Outlook, Word, Excel, PowerPoint) and database programs (experience working with Tessitura or Raiser’s Edge is a plus).
- Excellent oral and written communication and interpersonal skills, with professional demeanor and ability to interact effectively and diplomatically with board members, donors and staff across departments at all levels.
- Must show strong independent judgment and discretion in appropriately handling sensitive issues and confidential information.
- Goal-oriented self-starter with ability to prioritize tasks and balance assigned responsibilities within tight time constraints and frequent interruptions.
- Excellent organizational skills with keen attention to detail and ability to deliver high-quality work in a fast-paced, deadline-oriented environment.
- Ability to maintain high standards for document and information management, including paper and electronic files, board rosters, board and committee reports, meeting materials and minutes.
- Willingness to work evenings and weekends on occasion.
$52,000 to $57,000 a year. California Science Center Foundation employees receive excellent medical, dental, and vision coverage; retirement package; free science center membership, group term life insurance, and 11 paid holidays.
Send Cover Letter, Resume, Salary Target and Job Application to the HR Dept. via fax at 213-744-2673, email to HR at csc mail.org, or mail to the California Science Center Foundation, H. R. Dept, 700 Exposition Park Dr., Los Angeles, CA 90037. Only applications that include a cover letter, resume, salary target and completed job application will be considered. No phone calls please. EOE.