Sr. Executive Assistant to President and CEO & Board Liaison

The purpose of this position is to provide polished, comprehensive, and confidential executive level administrative support to the President & CEO, SMM Board of Trustees, and Senior Leadership Team as needed. The work involves planning, organizing, and coordinating the activities of the Executive Office and serving as a liaison on matters involving the President and CEO, as well as the Board of Trustees. The position requires extensive knowledge of the President and CEO’s responsibilities and routines as well as the Board of Trustees policies and procedures. The position requires the ability to manage multiple deadlines, be proactive and efficient, work with little supervision, handle shifting priorities, and interface inside and outside the organization with a high level of professionalism and confidentiality.

Job Duties and Responsibilites

Executive Support

• Provide executive-level support to the President & CEO, including complex calendar management, data analysis and reporting fiscal management, meeting & event coordination and preparation, travel coordination, and internal and external communication, to include drafting presentations, slide decks and spreadsheets as needed.
• Collaborate with the President & CEO and Senior Leadership Team and their Liaisons to strategize, plan, and execute projects involving internal and external partners/stakeholders
• Ensure proactive preparation and strategic communications well in advance of all meetings/events through extensive knowledge of the President & CEO’s activities, priorities and partnerships
• Act as a liaison between the President & CEO, Trustees, community leaders, and organizational staff as needed.
• Manage division budget/forecasting processes and reporting.
• Manage and prepare for speaking engagements.
• Create purchase orders, pay invoices, and reconcile expenses.
• Purchase supplies, materials, and gifts as needed.
• Approve & edit timesheets of the senior team.
• Manage highly confidential data and information. Create business critical documents with little oversight including, but not limited to: correspondence, agendas, spreadsheets, & presentations. May perform research when appropriate and as requested by members of the organization on an as-needed basis.
• Plan and execute organization-wide activities and/or events, including All Staff meetings.
• Mentor & collaborate with SLT support staff to create and improve administrative processes & procedures throughout the museum.
• Collaborate with and assist senior team as needed and provide back-up support to Science & Innovation and Mission Advancement & Infrastructure Liaisons as needed.

Board of Trustees Liaison

• Coordinate Board, Executive Committee, and Governance & Nominating Committee meetings and events and provide .
• Manage all Board information including board portal administration, creating board communications and presentations along with managing relationships with trustees to ensure that trustees feel welcomed and informed.
• Correspond with & assist Trustees & community leaders in order to support/further their relationship to the Museum.
• Create and edit Board content including minutes, resolutions, & other materials.

Perform other related duties as assigned.

Required Competencies

1. Communication: Expresses oneself clearly in conversations, written communications, and interactions with others and ensures that information is shared with others who should be informed. 2. Collaboration: Develops, maintains, and strengthens partnerships with others inside or outside the organization who can provide information, assistance, and support.
2. Customer Service: Demonstrates an understanding of the SMM mission by ensuring that their own interactions with internal and external customers consistently support the mission.
3. Fostering an Inclusive Community: Contributes to a museum environment, and people, that reflect and respond to the diverse needs and cultures of our community (internal and external).
4. Results Orientation: Focuses on providing a best in class visitor experience through work outcomes by meeting personal and organizational work objectives.

Minimum Qualifications:

Education

High school diploma. May substitute an equivalent combination of education and experience, as determined by hiring manager.

Experience

5+ years executive level administrative support to CEO/senior leadership and/or complex divisional structure

5+ years experience and demonstrated expertise in two or more of the following disciplines: project management, operations of nonprofit organizations, and/or major event planning and coordination.

Highly organized with clear attention to detail.

Proven experience adapting to changing deadlines, shifting priorities, handling unpredictable circumstances, and navigating a perspective range from granular detail to big picture.

Preferred:

Google Workspace experience

Certifications: N/A

Physical Requirements: Be able to lift up to 10 lbs. and be able to sit for long periods of time.

Work Environment

Onsite at the Science Museum of Minnesota in St Paul, MN Monday, Tuesday, Wednesday, Thursday. Friday is an optional hybrid day, but not guaranteed as this position must adjust to respond to emerging organizational needs. Must observe a flexible schedule, inclusive of occasional nights and weekends to support and respond to the business needs of the President & CEO and the Museum.