Museum of Science
  • 26-Jul-2022 to Until Filled (EST)
  • Marketing Administration - 500
  • Boston, MA, USA
  • 55000-60000 per year
  • Salary
  • Regular, Full Time

Executive Assistant, Marketing & Communications

Museum of Science, Boston

www.mos.org


Innovation and creativity come from the unique perspectives of a diverse staff. We value your perspective.


SUMMARY STATEMENT:

The Executive Assistant (EA) to the Marketing & Communications Division provides executive administrative support to the Chief Marketing Officer and the divisional leadership team. The EA plays an essential role addressing both short- and long-term functionality throughout the Division including, but not limited to, financial reporting, meeting coordination, project management, invoicing, personnel issues, office systems and supplies, procedure and policy compliance, and facilities/space concerns. This position proactively organizes the CMO schedule, is responsible for high-level logistical and external correspondence, managing logistics for committee duties, compiling reports, managing budgets, processing invoices and planning/preparing presentations. They also provide supplemental support to the divisional leadership team for various cross-divisional and cross-Museum tasks such as scheduling, invoicing, note-taking, team meeting management and other varied duties as needed. Executes all tasks efficiently and discreetly in a positive, proactive manner while maintaining excellent oral and written communication and organizational skills..


RESPONSIBILITIES:

  • Assist and support meetings including:
    • Daily meetings (CMO)
    • Bi-weekly divisional meetings
    • Bi-weekly cross-Museum meetings
    • Monthly 1:1s
    • Quarterly budget
  • Assist with annual budget forecasting process, monthly tracking and reporting across the division
  • Coordinate quarterly meetings of the Marketing and Prizes and Awards Committees and all follow up activities.
  • Process 100+ invoices a year across the division
  • Coordinate the response to 40-50 emails per day and assigning task to the appropriate individual.
  • Manage timesheet submissions and approvals every 2 weeks.


WORK SCHEDULE:

This position is full-time, 40 hours/week, Monday-Friday, 9-5.


REPORTS TO:

Chief Marketing Officer


MINIMUM QUALIFICATIONS:

  • Post high school course work, technical degree, associate's degree, business or vocational certificate
  • 5 or more years of office management experience
  • Demonstrated ability to adapt to changing priorities
  • Demonstrated oral and written communication skills
  • Demonstrated professionalism and discretion
  • Demonstrated ability to self-monitor and be pro-active
  • Demonstrated experience handling confidential material
  • Demonstrated experience using Microsoft Office Suite
  • Demonstrated experience managing multiple calendars


STARTING SALARY:

Exempt (Salary) $55,000 - $60,000 / year


BENEFITS:

Benefits for full-time, exempt (salaried) staff include: free parking, T accessibility, commuter spending account, 23 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, a Museum Membership, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!


VACCINATION POLICY:

Staff, interns, and volunteers will be required to show proof that they are fully vaccinated against COVID-19 as a condition of employment. The Museum will consider an exemption from the vaccine requirement if they are unable to get vaccinated due to a qualifying medical disability or a sincerely held religious objection. The Museum is not required to provide an accommodation or exemption from the vaccine requirement if doing so would pose a direct threat to others in the workplace or would create an undue hardship for the Museum.


The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.


No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.

Museum of Science
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