Executive Assistant, Advancement - Museum of Science

Executive Assistant, Advancement

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, Advancement provides key administrative support to the Chief Advancement Officer (CAO), proactively managing schedules, meeting logistics, and communications. This role is responsible for preparing briefings, presentations, and proposals, maintaining CRM data, and handling office administration tasks like procurement and expense reconciliation. Additionally, they support the Advancement division and contribute to special projects, requiring strong organizational skills, discretion, and effective collaboration with Museum teams. 

RESPONSIBILITIES: 

Executive Support: 

• Provide comprehensive administrative assistance to the CAO, including managing calendars, coordinating complex meetings, conducting donor outreach, and drafting executive communications 
• Serve as the main liaison for internal and external inquiries directed to the CAO and the Advancement team, ensuring timely and appropriate responses 
• Execute precise and timely processing of the CAO's expenses, including corporate card reconciliations, reimbursements, invoices, and contract-related expenses 
• Handle CRM management for the CAO, including pipeline reporting, contact and activity tracking, and opportunity management within Salesforce 
• Prepare comprehensive briefing materials for the CAO, coordinating with appropriate internal teams to gather necessary research and insights 
• Provide executive-level administrative support for board committees, including scheduling, managing communications, and preparing accurate minutes 

Office Management: 

•  Oversee the procurement and inventory of office supplies for the division, ensuring smooth operations 
• Oversee day-to-day office management responsibilities, including team support, facilities coordination, and IT troubleshooting 

Team Support: 

• Assist the Advancement team with essential administrative tasks, including managing mail, processing transmittals, and handling daily gift summaries and acknowledgment letters 
• Manage logistics for high-level team meetings, including agenda preparation, space management, and AV coordination, ensuring seamless execution 
• Perform other duties as required by the Manager to support the division's strategic goals. 

Hybrid Work Schedule 

• In-Office Days: Employees must be in the office on Mondays, Thursdays, and one additional designated day each week. 
• Rotating Friday Coverage: There is a rotating schedule for Friday coverage, requiring on-site presence 4-5 times per year. 
• Standard Working Hours: Regular working hours are from 9:00 AM to 5:00 PM. 
• Additional Commitments: Occasional evening and weekend work may be required to support events, with flexibility provided for compensatory time off. 

REPORTS TO: 

Director, Advancement Operations and Chief Liaison 

MINIMUM QUALIFICATION REQUIREMENTS  

Education: BA preferred 

Experience: 2 or more years of administrative experience preferred. Work in the non-profit sector and/or customer relations is a plus.  

BASIC QUALIFICATIONS  

• Demonstrated ability to successfully multi-task in a fast-paced environment paying close attention to detail 

• Proven written and oral communication skills, as well as customer relations skills  

• Ability to manage calendars, meeting schedules, and project timelines  

• Previous experience developing and maintaining relationships with staff, board, volunteers, vendors, high-level partners, and office teams 

• Familiarity and comfort with digital systems and database management 

STARTING SALARY: 

Exempt (Salaried) 47,632.80 - 59,541

BENEFITS: 

Benefits for full-time, exempt (salaried) staff include: free parking, T accessibility, 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, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more! 

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.