Executive Assistant

Location
San Jose, California
Posted
Oct 06, 2020
Closes
Nov 05, 2020
Focus Areas
Science / Technology
Position Type
Full Time
Experience Level
Professional

The Tech Interactive is a family-friendly science and technology center in the heart of downtown San Jose. Our hands-on activities, experimental labs and design challenge experiences empower people to innovate with creativity, curiosity and compassion. The Tech is a world leader in the creation of immersive STEAM education resources to develop the next generation of problem-solvers locally, nationally and globally. We believe that everyone is born an innovator who can change the world for the better.

 The Executive Assistant to the president/CEO at The Tech Interactive helps the president/CEO advance the organization’s mission of “inspiring the innovator in everyone.” Along with providing executive administrative and coordinative support to the president/CEO, this person also works closely with The Tech’s senior leadership team and the board of directors and has contact with high-level donors, community representatives and staff members. 

 The ideal candidate will have the ability to exercise good judgment in a variety of situations and will have strong written and verbal communication skills, administrative and organizational skills and the ability to balance multiple competing priorities. The individual must be able to interact comfortably and skillfully with board members, donors and staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient. The ability to build and maintain good relationships internally and externally is crucial. This role requires a high level of professionalism, emotional maturity, confidentiality and attention to detail.  The ability to anticipate the needs of the president and leadership team are a must. The person who is selected for this position will be expected to apply common sense and execute tasks with minimal direction and to be able to change direction quickly. This person will also incorporate into their schedule a number of research projects to advance.

A note on the current state of our work environment

Our physical spaces, both our business office and The Tech Interactive itself, remain closed to the public under Santa Clara County’s health guidelines. Key staff are allowed to access these spaces for work-related duties. Most staff is working remotely until it is safe to reopen our business office and The Tech Interactive.

Roles and Responsibilities

  • Manages complex, extremely active calendars, identifying potential conflicts to maximize the use of the president/CEO’s time.

  • Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures. Proactively communicates with staff to help with time-sensitive projects.

  • Assists in travel arrangements and expense reporting.

  • Produces correspondence, handbooks, meeting reports and plans. 

  • Provides a diplomatic voice for the president’s office when interacting with high-level executives, board members, donors, members of The Tech Interactive, staff members and the community. Assures that all incoming requests receive a personal reply or are directed to the proper individuals.

  • Assists with the research and development of emerging initiatives. May provide summaries and recommendations as appropriate.

  • Participates as an adjunct member of the leadership team, including assisting in scheduling meetings, both on and off-site, coordinating agendas and tracking follow-up items and keeping team members informed of upcoming commitments and responsibilities.

  • Participates in the scheduling of board, executive committee and other board committee meetings; manages logistics, including arrangement of facilities, AV support and catering as needed.

  • Supports board and committee chairs, produces meeting materials, attends meetings, drafts and finalizes meeting minutes, tracks follow-up items and maintains records.

  • Oversees the operations of the business office by supervising and mentoring the office support specialist.

  • Maintains Articles of Incorporation and Bylaws.

  • Maintains files and databases.

  • Flexible and willing to work evenings and weekends on an as-needed basis.

  • Other duties as assigned.

 Qualifications

  • The ability to navigate complex relationships smoothly among staff, board members, donors and external partners using strong interpersonal skills and the ability to work with diverse individuals.

  • The ability to prioritize conflicting needs and handle matters expeditiously and proactively. Proven ability to follow through on projects to successful completion, often with deadline pressures.

  • Top-notch organizational and time management skills, with high attention to detail.

  • Exceptional judgment and empathy; ability to use these skills to work both independently and cross-functionally. 

  • Demonstrated ability to work with and support senior leaders, including anticipating their needs.

  • Ability to work and thrive in a demanding, often-changing environment; adaptability and composure are essential. 

  • Excellent computer skills including Microsoft Word, PowerPoint and Excel with an ability to quickly learn new software and adopt new technologies. Experience with Tessitura is a plus. 

  • Believes in and demonstrates The Tech’s culture and core values.

  • Forward thinker who actively seeks opportunities and proposes solutions. Is curious and has a passion for learning.

 

The Tech Interactive is an Equal Opportunity Employer with a strong commitment to diversity, equity and inclusion.  

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