Reports to: President & CEO, Administration 

WORK SUMMARY:

The Executive Assistant provides administrative support to the President & CEO in all functions of the office and manages its interactions with Board, staff, and the public. The position coordinates operation of the Trust central office at the Rookery and handles communications with building management and building related policies and activities.

DUTIES:

  • Provides administrative support for the President & CEO: preparation of correspondence, meeting agendas, meeting minutes, reports, presentations, and organizational plans. Ensures efficiency in administrative operations.
  • Maintains a pleasant and professional tone in all interactions of the office. Acts with discretion in respect to confidential and proprietary information of the President & CEO, Board members, and staff.
  • Works with President & CEO to prepare Board meetings, advance notifications, and communications with the Board. Attends Board meetings. Records meeting minutes and organizes other Board materials for distribution and public record. Maintains and updates Board directory.
  • Organizes, maintains, and updates archival records of the Trust, including Board Policies, By-laws, and other documentation related to Board governance and Trust operations.
  • Handles accounts and invoices related to the office of President & CEO and central Rookery office.
  • Schedules staff and other meetings at The Rookery and oversees use of the conference room. Takes minutes at selected staff meetings as needed.
  • Works with Facilities Director to develop and manage the supplies budget. Maintains inventory and distributes official Trust letterhead and accompanying materials. Coordinate with Facilities and IT departments on office equipment. Manages the inventory and purchasing of office and break room supplies for Central Offices.
  • Coordinates with HR Manager and IT Director, new employee setup at Central Offices and orientation as needed.
  • Receives and distributes central office mail and interoffice deliveries and updates staff phone and email directories.

QUALIFICATIONS

Bachelor’s degree or equivalent experience. Must have excellent written and verbal communication skills. Strong Mac and Microsoft Office experience (Word, Excel, Office).

Experience working with standard office equipment.

ENVIRONMENT

Central administrative office is accessible; museum buildings are multi-level work areas not accessible to the mobility impaired. Position requires frequent and regular computer and phone use, public speaking, long periods of standing. Regular exposure to varied weather conditions. Travel to multiple locations as well as evening and weekend assignments necessary. Workplace is a smoke- and drug-free environment. Equal opportunity employer.

HEALTH AND SAFETY REQUIREMENTS/INSTRUCTION:

Employees advised on OSHA standards through required signage and administrative updates compliant with federal and state law.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

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