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CAREER

Executive Assistant

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Position Summary:

Executive Assistant (EA), to Chief Philanthropy & Advancement Officer and Chief Growth & Strategy Officer, manages strategic administrative functions and is responsible for the operational effectiveness of the Philanthropy and Marketing Communications offices. The EA acts as a liaison for the Museum to the professional and philanthropic community in the Philadelphia region. The EA is accountable for engaging in a professional manner with all employees, maintaining confidentiality, and providing administrative support to help advance the Executive Team’s work.

This position performs time-sensitive project management responsibilities and is expected to work with highly confidential information or matters. The position will regularly access and maintain highly sensitive and confidential information related to executive responsibilities of the Philanthropy and Marketing Communications offices. The position requires composing letters and documents, utilizing technology tools to the fullest, and professionally communicating in person, by telephone, mail, and email with varying constituents. The EA is expected to represent the Museum as a whole with the highest level of respect and integrity.

Essential Responsibilities:

  • Facilitate the day-to-day needs of the Philanthropy and Marketing Communications offices by handling all administrative duties required by the Chief Philanthropy & Advancement Officer (CPAO) and Chief Growth & Strategy Officer (CGSO), which includes but is not limited to calendar and communications management internally and externally, event coordination, project management of the necessary pre-work to set up conferences and constituent meetings, preparation, collation of presentation materials, and follow up for interactions with outside constituents.
  • Professionally be the first contact for calls and visitors for CPAO and CGSO by answering questions, resolving basic incidents or handling requests accordingly to ensure that information is communicated effectively and efficiently between constituents.
  • Manage the CPAOs and CSGOs email and electronic calendar systems. Manage sensitive matters with a high level of confidentiality and discretion especially those decisions directly impacting the global operations of the organization.
  • Organize and expedite the flow of work through the Philanthropy and Marketing Communications offices, completing tasks with impeccable attention to deadlines.
  • Prioritize and manage multiple projects simultaneously and follow through on issues on a timely, professional manner. Prepare and draft well written letters, memos, email, contracts, and other correspondence for the CPAO and CSGO.
  • Provide administrative support for special projects, which may include planning and coordinating multiple presentations, providing support for events, assisting with the production of meeting minutes for board committees, disseminating information and coordinating direct mailing.
  • Take notes, compile, and distribute action steps from meetings as requested. All minutes must be completed no later than 48 hours after the meeting. Prepare PowerPoint presentations and meeting materials as requested.
  • Participate in internal committees and activities, representing the Philanthropy and Marketing Communications offices and providing various administrative needs.
  • Organize and maintain a filing system and file correspondence of a confidential nature.
  • Make reservations for meals, meetings, or events held inside or outside of the Museum. Make travel and hotel arrangements. Arrange conference call sessions and properly notify participants. Manage Museum participation in community events. Manage receipt of event invitations, ticket purchases, RSVPs, and payments as necessary. Work with the internal catering partner to administer necessary catering needs related to Museum functions. Ensure that thorough project management documents are completed prior to any activity, meeting, or travel. Tracks and monitors budget expenses. Manages the office supplies for the Philanthropy and Marketing Communications Offices.

Minimum Qualifications:

  • Associate degree required, field of study: general studies, English, writing, bachelors preferred.
  • Vocational or technical training preferred, field of study: Executive Assistant, Secretarial.
  • 5–7 years’ experience supporting a C-level executive.
  • Knowledge of business vocabulary and standards for office communications.
  • Proven ability to read and interpret organizational policies, contracts, grants, and other work-related documents.
  • Represent the company and the CPAO and CGSO in a positive light through great follow-through skills and sound judgment.
  • Excellent calendar management skills are required (Outlook).
  • Proven ability to abide by confidentiality requirements when working with sensitive information and communications.
  • Skill in providing thorough, efficient, and effective customer service to individuals.
  • Ability to communicate effectively through written and verbal methods.
  • Proven ability to accomplish work within required timelines, including short, long and emergency timeframes.
  • Ability to work under pressure in a professional manner.
  • Ability to multitask and prioritize multiple assignments to ensure completion of tasks accurately and within stated time requirements.
  • Experience working with a Board of Trustees and/or government officials.
  • Experience in budget and expense tracking.
  • Advance knowledge of Excel, Word, PowerPoint, Google documents, data collections, analysis, and project management. Use computer applications for writing, budgeting, communicating and managing multiple projects.
  • Long and short-term project tracking and management. Strong project management skills required, experience using Asana a plus.
  • Experience using a Constituent Relationship Management system, including Blackbaud products, a plus.
  • Must be highly organized with excellent attention to detail and follow-through while managing multiple tasks.
  • Excellent writing skills required.
  • Must stay current on new systems that would assist with improving the workflow in an executive department.
  • Proactive approach in dealing with matters related to Philanthropy and Marketing Communications.
  • Must be highly self-motivated, self-directed, and quick to response to rapidly changing demands.
  • Excellent time management skills and able to be a self-starter.
  • Ability to embrace and demonstrate the Museum’s Mission, Values, and DEIBA Commitment.
  • Must have PA Act 153 clearances (PA criminal history, FBI fingerprints, and PA Child Abuse) completed prior to hire.
  • All employees are required to have COVID-19 vaccination, COVID-19 booster, and flu vaccination, as a term and condition of employment.

Physical Requirements & Environment:

The physical demands and environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • This job is performed in an office environment. The employee must be able to focus on assigned tasks where activity and interruptions are constant and demanding.
  • Is regularly required to use hands.
  • Must be able to reach with hands and arms.
  • Must be able to use hands and fingers continuously.
  • Must be able to remain stationary for extended periods of time, to utilize computers and other office equipment.
  • Required to talk, hear, and see.
  • Able to see and read computer screens.
  • Able to read fine print and/or normal size print on screens or hard copy.
  • The individual performing this job must be comfortable in an environment where people are coming and going regularly.

The statements in this job description are intended to describe the general nature and level of work being executed by the employee assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of the position or individual and may change at any time with or without notice.

Please Touch Museum offers an excellent work environment, benefit, generous time off package and competitive salary. To apply for this opportunity, please fill out our online application. Should you have questions on the application process or require assistance in completing our application, please email employment@pleasetouchmuseum.org.

It is the policy of Please Touch Museum to ensure equal employment opportunity without discrimination or harassment on account of a person’s race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, pregnancy, national origin, age, citizenship, marital status, family status, veteran status, genetic information, disability or any other protected group or status.

Equal opportunity is applied in all aspects of the employment relationship and personnel actions, including but not limited to, recruiting, hiring, orientation, assignment, employee development, discipline, promotion, demotion, transfer, assignment, separation, pay and compensation, benefits, layoff and recall, granting of and return from leave of absence, training and education, employee facilities, and social programs. Furthermore, all employment decisions, policies, and practices are in accordance with applicable federal, state, and local anti-discrimination laws.

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