New England Aquarium
  • Executive
  • Boston, MA, USA
  • Full Time Temporary/Seasonal

New England Aquarium is seeking a Temporary Executive Assistant to support the President of our organization. This individual is responsible for managing the day-to-day operations of the Executive Office while serving as primary liaison to internal and external partners on behalf of the President. Functions as an extension of the President and CEO by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative and confidentiality, with appropriate but minimal direction. This position facilitates efficient execution of the President's portfolio of activities by vetting internal and external requests, directing assignments to appropriate staff, working  closely with the President's direct report team , managing internal and external correspondence, monitoring the Executive Office budget, managing all executive travel, taking the lead briefing preparation, and managing special events. Incumbent must be able to interface successfully with internal departments and external entities using diplomacy and discretion. The position also serves as the President's ambassador in dealing with key external constituencies including the Board of Directors, members, and key stakeholders of the organization.

SCHEDULE

Full Time & Temporary 9:00 - 5:00, approximately 35 hours weekly.
Please note this position is projected to end on January 1, 2019.

ESSENTIAL FUNCTIONS

Schedule Management - Manages meeting and travel arrangements and associated logistical details and content preparation. Works closely with Leadership Team to ensure adequate time is given to the President and CEO's strategic priorities and coordinates with other Aquarium staff to ensure timely completion of action items identified at meetings or otherwise specified by the President and CEO. Provides oversight of the preparation of all materials for the President's schedule including travel, speeches, presentations, briefings correspondence, and other administrative functions.

Communications Management - Proactively manages all correspondence from the President and CEO's office. Oversees the preparation, production and distribution of background and briefing materials and itineraries related to meetings, presentations, deployments, conferences, and travel. Acts as the President's proxy and primary point of communication with Board members, and other constituencies, as appropriate.

Executive Support- Provides budget inputs and assists in monitoring executive and board related budgets. Manages President and CEO's database of contact information. Oversees timely completion of expense vouchers and travel and expense reports. Provides strategic input and advises the President when appropriate on organizational priorities to aid in decision-making, problem-solving, and meeting preparation.

Board Relations Support - Serves as the primary staff contact and the President's administrative liaison for the board of trustees and interfaces regularly with trustees on behalf of the President to help maintain strong relationships with these high-profile leaders and key stakeholders of the organization. Plans and executes board meetings in collaboration with the Leadership Team. Takes initiative to draft memos and materials as needed for board and related committee meetings. Advises the President and CEO on board-related priorities as necessary. Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before board meetings.

Senior Management Liaison- Participates as an adjunct member of the Leadership Team including assisting in scheduling, agenda setting, and attending meetings. Assists in coordinating the agenda of the Leadership Team and Board Leadership meeting agendas. Is an active participant and note taker in Leadership Team meetings to ensure that priorities of the President are communicated and also advises the President on the status of multiple projects.

Development Initiatives and Correspondence   Management- Works   closely with the various Development Division teams in coordinating the President's outreach activities.  Follows-up on contacts made by the President and supports the cultivation of ongoing and prospective relationships.  Edits and creates acknowledgement letters from the President in relation to recipient of grants and membership renewals.

 

DUTIES & RESPONSIBILITES

  1. Communicates the President and CEO's directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment
  2. Disseminates pertinent information to staff on behalf of the President and CEO
  3. Advises the President on organizational and board-related priorities as appropriate and drives and supports necessary content preparation
  4. Provides oversight of the preparation of all materials for the President's schedule including travel, speeches, presentations, briefings, correspondence, and other administrative functions
  5. Serves as the liaison and gatekeeper to external stakeholders, the board of directors, and staff seeking contact with the President's office, ensuring timely and appropriate management of all inquiries that come to the President and CEO's office
  6. Reviews and manages requests for speaking engagements and other public appearances, working closely with the Leadership Team to ensure that selected engagements support and reflect the Aquarium's strategic operating plans and goals
  7. Monitors internal and external deadlines for the President and CEO and provides appropriate reminders
  8. Judiciously manages the President and CEO's demanding schedule
  9. Coordinates mailings and drafts correspondence from the Office of the President and CEO
  10. Manages special projects, including but not limited to special events, meetings, and other tasks as requested by the President and CEO
  11. Communicates regularly with members of the board of trustees on behalf of the President and CEO
  12. Provides strategic input into the planning of all board meetings (including executive committee meetings), board retreats, and any other board-related Works with the President and the Board Chair to develop the meeting agendas, and to identify the specific action/follow-up items from each such meeting; may also be required to provide oversight of the development and distribution of the minutes from these meetings
  13. Liaison to Development Events: Working closely with Donor Relations, manage the coordination and planning of significant Development events and W2O onsite events which may include oversight of and creation of event budgets, revenue tracking, logistics, rentals and vendor relationships and volunteer management, as directed by the Vice President, Development and President & CEO.
  14. Board Relations: Serve as the primary point of contact for all Aquarium board members in regards to special requests, Aquarium-related questions and board & committee meetings. Plan and execute board and committee meetings for the calendar year.
  15. Plans and executes board meetings in collaboration with the Leadership Team, and manages the production and organization of board meeting materials

        Other:

  • Exercises discretion and independent judgment in the responsibilities associated with managing operations in the President and CEO's
  • Works cooperatively, respectfully, and collaboratively with other employees; functions as a team player; and accepts constructive suggestions for improving job performance from supervisors and managers

  • Performs other reasonably related duties as assigned

QUALIFICATIONS
Minimum Training and Experience

  • Bachelor's degree
  • Strong work tenure: three to five years of experience working in direct support and advisory role of a senior leader in management, operations, communications, advocacy or policy role
  • Experience in philanthropy and the nonprofit sector strongly preferred
  • Familiarity with public policy and communications
  • Experience and interest in internal and external partnership development and fundraising
  • Experience in working with a Board or Directors including proficiency with Board Effect
  • Expert proficiency in Microsoft Office (Outlook, Word, Excel) including experience managing a CEO's electronic calendar and inbox as well as Social Media web platforms

Knowledge, Skills and Abilities

  • Proven ability to multi-task and prioritize responsibilities in fast-paced work environment
  • Excellent attention to details and conscientious in adhering to deadlines and deliverables
  • An independent thinker who can bring the maturity, initiative, creativity, energy, discipline and commitment needed to support the President and CEO and collaborate with the Leadership Team
  • A high-level performer with the ability to be proactive and respond rapidly to changing conditions in a fast-paced environment
  • Highly collaborative with an appreciation of the benefit of a multi-disciplinary team approach; demonstrated ability to work with and function as part of a team
  • Ability to "manage-up" as needed in setting deadlines and deliverables for senior staff
  • Strong organization and creative problem solving skills
  • Strong oral and written communication skills; experience using social media for business or professional purposes
  • Skilled at  dealing  with  internal and external  partners  respectfully, professionally  and with diplomacy  and  tact    
  • Ability to work flexible hours, including evenings and weekends as needed
  • Highly discrete and able to be trusted with confidential information relating to the organization and its staff
  • Personable, productive, organized and customer-focused with a "can-do" attitude
  • Strong proficiency with Microsoft Word, Excel, PowerPoint, and Outlook
  • Ability to travel occasionally for work

For more information and to apply online please visit:  http://neaq.applicantpro.com/jobs/

New England Aquarium is committed to diversity in the workplace and is an Equal Opportunity Employer as defined by the EEOC.

 

New England Aquarium
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