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EXECUTIVE ADMINISTRATIVE ASSISTANT
Exhibit Environment Group
Fixed-term, Full-time Position
SUMMARY:
Your assignment (should you choose to accept it) will be to provide senior-level administrative assistance and organizational support to a creative whirlwind: the Director of Exhibits (DE) at the Exploratorium. This multi-faceted position is an excellent opportunity for someone who is smart, creative, and able to think on their feet and thrive in a fast-paced, ever-changing environment. As Executive Assistant to the DE, you will be at the center of a major project: the relocation of one of the country’s most influential science museums. You will report directly to the DE and be responsible for providing support in a professional manner while exercising discretion, confidentiality and good judgment in representing the Exploratorium. Among the most important abilities are: juggling conflicting priorities and multiple assignments; learning and anticipating the various demands on the DE’s time and attention, and exercising discernment in screening and prioritizing those demands; and fostering positive relationships.
ESSENTIAL
FUNCTIONS:
- Provide senior-level administrative support to the ADP including:
- Schedule meetings and appointments, maintain calendars, keep track of daily schedules, prepare travel itineraries, maintain contact database
- Prepare agendas, letters, reports, and other documents
- Open, prioritize and route mail
- Conduct independent research as requested
- Organize and maintain files, both electronic and paper
- Reconcile expenses, file and track reimbursements.
- Serve as liaison to Program staff; respond to requests, arrange meetings, prepare mailings; record, transcribe, prepare and distribute minutes. Responsible for facilitating strong and effective communication across the Program group in general, and the Exhibit Environment group in particular.
- Coordinate visits with VIPs and representatives from other museums and institutions.
- Complete work accurately, on time and in accordance with established priorities.
- Additional duties as required.
MINIMUM QUALIFICATIONS:
- Two years prior executive level assistant experience preferred, but willing to train the right person.
- Thrives in a fast-paced, rapidly changing environment; able to adapt quickly and easily to last minute changes.
- Ability to anticipate and plan ahead for a variety of situations.
- Ability to exercise good judgment.
- Intelligent, responsive, creative problem solver and troubleshooter.
- Excellent verbal and written communication skills.
- High degree of emotional intelligence; extremely tactful and diplomatic in dealing with diverse people, confidential information and sensitive matters.
- Highly organized and detail oriented.
- Proficient with Mac OS, Microsoft Word, Excel, Power Point, Google applications, and internet research.
- Ability to set up, organize and maintain office and administrative filing systems.
- Ability to manage multiple projects at one time with successful results.
- Ability to take direction, clarify priorities, and work autonomously
- Ability to respond quickly and calmly in demanding situations.
- Proficient in use of general office equipment.
- An eye for design and visual representation a plus, but not required.
APPLICATION DEADLINE:
The application submission deadline expires on Monday, September 15, 2008 by 5:00pm or when the position is filled. This position is available immediately.
HOW TO APPLY:
This is a fixed-term, full-time (37.5 hours per week), non-exempt position that includes benefits. This fixed-term position is scheduled to end on or before September 2012. To apply, please submit cover letter and resume to:
Dept. EE-1
Exploratorium, 3601 Lyon Street, San Francisco, CA
94123
Fax: (415) 561-0307
E-mail: resume@exploratorium.edu (attachments not
accepted)
No phone calls please
The
Exploratorium is committed to a diverse workforce.
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