Executive Assistant to CEO & Special Associate to Executive Office

Please Touch Museum is a non-profit organization seeks an Executive Assistant to CEO & Special Associate to Executive Office to manage the strategic administrative functions and effectiveness of the office of the Museum’s Executive team to provide special project support and acts as a liaison for the Museum to the Board of Directors, and to the community. This position performs time-sensitive project management responsibilities and often confidential information that involve composing letters and documents, utilizing technology tools to the fullest, and professionally communicating in person, by telephone, mail and email with varying constituents. This position reports to the President & CEO.

Responsibilities include but not limited to:  President & CEO: Facilitate the day to day needs of the office of by handling all administrative aspects, includes but not limited to: calendar management; event coordination; project managing; collation of presentation materials, and follow up for interactions with outside constituents; first contact for calls and visitors for CEO; resolving basic incidents; manage the CEO’s mail; manage electronic contact system; organize and expedites the flow of work through the President & CEO office; act as direct operational liaison to Board of Directors: coordinate Board and Committee meetings; prepare and distribute Board and Committee meeting minutes; prepare and distribute agendas and Board meeting packets: monitor Board participation and assist with new Board member orientation; maintain Board portal; prioritize and manage multiple projects simultaneously; prepare and draft well written correspondences and contracts; coordinate special projects which may include: planning and coordinating multiple presentations, disseminating information; participate in internal committees and activities, representing the Executive department providing various administrative needs; prepare PowerPoint presentations; make reservations for meals, meetings, or events; make travel and hotel arrangements; arrange conference calling sessions; manage museum participation in community events; work with the internal catering; ensure that a thorough project management documents are completed prior to any activity, meeting or trips; and tracks and monitors Executive departments budget expenses.

Chief of Staff:  Support the COS in scheduling meetings, preparing meeting notices and overseeing meeting logistics. Assist with all board and board committee work, and ensure consistency in format and manner of presentation of all materials internally and externally.

Chief Engagement Officer: Project manage logistical aspect of national and regional grant coordination of all documents for grants with the development department; prepare research; exhibitory and collection documentation; populate project management template with pertinent information; and assist with preparing presentations. Responsibility to graph and document internal and external research data through different avenues.

 

Requirements:

Associate degree with emphasis on Field of study: Administrative Assistant Communications, Museum Communications or related fields; International Association of Administrative Professionals (IAAP); Business Professionals of American (BPA), or other certifications are an asset; 5-8 years’ experience supporting a multi C-Suite team; knowledge of business vocabulary and standards for office communications; proven ability to read and interpret organizational polices, contract, grants and other work-related documents; proven ability to abide by confidentiality requirements; proven ability to accomplish work within required timelines; advanced time management skills; ability to work under pressure in a professional manner; ability to multi-task and prioritize multiple assignments; long and short term project tracking and management required; strong project management skills required.; ability to prepare concise, direct, and discreet internal and external communication; experience in internal and external communications including but not limited to working with Board of Directors, donors and government officials; strong writing and presentation (oral and written) skills; experience in database management, customer service practices, spreadsheet applications, presentation and report preparation; demonstrated ability to work cooperatively in a team environment; experience in budget and expense tracking required; able to work independently. Proficiency in Microsoft Office Suite; excellent office skills,; must demonstrate strong interpersonal skills, maturity and good judgment and be capable of communicating with a diverse range of individuals; strong initiative, problem solving skills and sound judgment; able to provide support to a variety of projects, work with various people’s schedules; detail oriented; ability to follow through and organized and flexible, to be able to adapt to changing priorities with ease.

 

The work of the Greater Philadelphia Cultural Alliance is made possible through the generous support of committed individuals and institutions.