Executive Assistant & Administrative Manager

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Museum of Science, Boston

www.mos.org

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

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Who We Are 

As science and technology increasingly shape our lives, the Museum of Science strives to equip and inspire everyone to use science for the global good while keeping up with the pace of change.   Among the world’s largest science centers and New England’s most attended cultural institution, we engage nearly five million people a year – at Science Park and in museums around the world, in classrooms, and online.

The Museum’s singular location connecting Boston and Cambridge puts us at the junction of some of the world’s most influential academic institutions and industries, local and state government, schools, and the public. Trusted by each sector, we are ideally positioned to convene, inspire, and create meaningful experiences for all.  Come join us on our mission to inspire a lifelong love of science in everyone and living our vision for a world where science belongs to each of us for the good of all of us.

Why We Need You

The Executive Assistant and Administrative Manager of the Office of the CFO plays an essential role in addressing both short- and long-term functionality throughout the Finance Division, which includes general accounting, payroll, restricted funds management, investments, and business services. This role will manage the flow of work through the office by performing complex and varied duties, coordinating with teams across the Museum.

What You’ll Accomplish

• Manage the CFO’s calendar, scheduling all meetings, internal and external. Respond to requests from external parties for participation, including the initial contact, response, and coordination of calendar and all logistics.
• Assist the CFO and other key team members in implementing systems, workflows, and processes that leverage existing strengths to enhance business practices and communications across the Finance division.
• Provide executive and courteous administrative support for divisional leadership, such as meeting coordination, responding to routine internal and external inquiries, directing phone and in-person questions to appropriate staff members, and organizing internal and external documents to ensure the smooth running of the divisions while maintaining confidentiality.
• Perform high-level project management for ad-hoc tasks as assigned to support the goals and objectives of both divisions. Pulls and compiles information for meetings and handles routing internal documents, including invoices and contracts.
• Support meeting preparation and logistics for Board-level meetings of the Finance, Audit, and Investment Committees as needed. This could include organizing and executing the scheduling of the meetings, some PowerPoint preparation, assembling of materials, preparing periodic committee reports, and other logistics.

 

What We’re Looking For

Professional Integrity: Ability to carry out professional activities in an honest, respectful, discreet, and ethical manner.  To engender a climate of trust and fairness in all dealings with colleagues and the public within and outside the institution. 

Accountability + Follow-through on commitments: Lives up to verbal and written agreements, regardless of personal cost. You do what you say you will and aren’t afraid to own your mistakes. You take the lead but are willing to ask for help.

Comfort with Ambiguity: Some of your work will be one-time in nature while other projects will be more recurring. You need to be comfortable with ambiguity and uncertainty, and able to communicate with others to keep them abreast of your work and get the buy-in you need to continue.

Curiosity & Learning: Curiosity about the complexity of our organization and work.  Willingness to listen and learn.  Ambition to learn and push the boundaries of what is possible.  With a growth mindset, willingness to learn from failure.

Calm under pressure: Maintains stable performance when under heavy pressure or stress.

Additional Requirements:

• Thorough knowledge of nonprofit, finance, and/or museum fields
• Bachelor of Science or Arts degree or equivalent work experience
• 3+ years of administrative and/or office management experience
• Demonstrated experience using Microsoft Office Suite, including Word, PowerPoint, and Excel, and managing multiple calendars
• Previous experience supporting Board members/committees, including scheduling and drafting minutes
• Demonstrated attention to detail
• Demonstrated ability to handle multiple projects with various deadlines
• Proven ability to work independently and to take initiative on projects.

 

How We Work-Our Values 

Everyone: We are everyone’s museum.  We pursue equity and celebrate every person for who they are.  We foster an inclusive environment in which we value and respect diversity.

Service: We serve our colleagues and community.  We hold ourselves accountable to be a trustworthy public resource, and to support a sustainable, just and evidence-based future.

Learning: We love learning.  We are curious about the world and want to share our joy and wonder with others.  We value open minds and recognize that everyone has more to explore, discover and create.

Connection: We find strength in connections.  We collaborate across communities, organizations and disciplines to make science relevant and accessible to all.

Boldness: We dream big.  We boldly push ourselves forward, pursuing new ideas and challenges.  We experiment and learn from our failures as we seek to inspire purpose, spark imagination and encourage hope.