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Executive Assistant for Strategy and Growth

Norwalk, Connecticut

ORGANIZATION BACKGROUND 

The mission of The Maritime Aquarium at Norwalk is to ignite a connection to Long Island Sound and the ocean to enrich the lives of all people and inspire action to protect our blue planet. For more than 35 years, the Aquarium has played a significant role in shaping the landscape of Norwalk and the region. The second largest family attraction in Connecticut, and 50 miles from New York City, the Aquarium historically hosts nearly 500,000 guests annually. Its primary exhibits take guests on a voyage from the shallow salt marshes and estuaries to the depths of the Long Island Sound and the ocean beyond, culminating with habitats for sharks and harbor seals. Altogether, the Aquarium is home to over 8,000 animals and 285 species in 75 exhibits. A new 4D Theater offers a unique sensory film experience for guests. Its education programs introduce nearly 54,000 students, campers and scouts to marine and STEM education. The Aquarium is recognized as a top aquarium in the nation and is accredited by the Association of Zoos and Aquariums. It is an active participant in the local and regional community. The strength of the Aquarium is its 60 full-time staff, and part-time and seasonal staff, in addition to volunteers who contribute over 19,000 hours annually.  

The Maritime Aquarium at Norwalk, Inc. (TMA or the Aquarium) seeks a full-time Executive Assistant reporting to the Chief Strategy and Growth Officer.

POSITION OVERVIEW

Reporting to the Chief Strategy and Growth Officer (CSGO), the Executive Assistant (EA) is a highly visible position at the Aquarium requiring interaction with a broad range of internal and external constituents and playing a key role in support of our mission. The EA provides overall administrative and project support to the CSGO and members of the Strategy and Growth team. The EA has extensive interaction with other staff, high-value donors, and community stakeholders. Additionally, the EA should expect to allocate up to 50% of time to support the Membership portfolio. Professionalism, flexibility, and a rigorous attention to detail, along with a dynamic ability to cultivate relationships, are essential. This is a full-time, exempt position. Some early morning, evening, and weekend hours should be expected for time-sensitive needs and after-hours activities.

PRIMARY RESPONSIBILITIES

  • Provide support and project management for a range of initiatives in which the Strategy and Growth team plays a lead role.
  • Manage the CSGO’s calendar, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.
  • Schedule internal and external meetings, coordinating all logistics and details, providing relevant preparation materials, and ensuring appropriate follow-up—including preparing meeting minutes.
  • Coordinate travel arrangements for the Strategy and Growth team including flights and lodging.
  • Complete and process team purchase orders, expense reports, and related invoices.
  • Support budget management and monthly reconciliation.
  • Compose, edit, design, and format documents, including letters, reports and other collateral as needed.
  • Allocate up to 50% of time to support Membership acquisition and retention efforts, including but not limited to: data management via the CRM, product fulfillment, screen/ direct/ prioritize/ respond to calls.
  • Support/lead special projects as requested.

QUALIFICATIONS

Work experience

  • 3-5 years in an executive assistant capacity with proven ability to excel at the responsibilities of this role.
  • Prior experience providing high-level support to VIP groups.
  • Experience working under pressure and managing multiple, competing tasks and priorities.
  • Experience drafting agendas, presentations, reports, and correspondence on behalf of senior executives.
  • High-level of proficiency with Microsoft Office suite of programs and Adobe software is required;
  • Non-profit experience helpful but not required.
  • A. helpful but not required.

Knowledge and skills

  • Strong verbal and written communication, with particular emphasis on excellent writing, editing, and formatting skills.
  • Demonstrated ability to take initiative and ownership over self-directed projects and to see them through to completion in a timely manner.
  • Excellent interpersonal skills, and a strong customer service orientation with a demonstrated capacity for self-reflection.
  • High degree of professional integrity and the ability to work with confidential information.
  • Ability to work collaboratively, exercising good judgment, decision-making, and problem-solving skills to achieve shared goals.
  • Strong project management, organizational skills, and rigorous attention to detail.
  • Ability to take part in occasional meetings and events outside of core business hours.
  • Commitment to equity and social justice, and strong alignment with our organizational values

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Maritime Aquarium is an equal opportunity employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply.

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