Executive Assistant/Project Coordinator

Museum Of Science & History • Jacksonville, FL

386d • $65,000 - $65,000

About The Position

The Executive Assistant/Project Coordinator at the Museum of Science & History (MOSH) plays a crucial role in supporting the CEO and the Genesis team in the planning and execution of a new museum project. This position requires a highly organized professional who can provide comprehensive administrative support while managing smaller projects to ensure timely completion and alignment with organizational goals.

Requirements

• Bachelor's degree preferred
• 3+ years of experience as an Executive Assistant with demonstrated project management experience
• Proven ability to manage multiple priorities and meet deadlines effectively
• Proven superlative organizational skills
• Exceptional communication and interpersonal skills
• Discretion in the management of sensitive and confidential information
• Detail-oriented with strong analytical and problem-solving abilities
• Ability to work independently and as part of a team

Nice To Haves

• Familiarity with project management tools (e.g. Trello)
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Responsibilities

• Manage complex calendars, scheduling meetings, appointments, and travel arrangements for the CEO and other senior staff.
• Prepare and distribute meeting agendas, record/transcribe meeting minutes, and track follow-up action items.
• Handle sensitive and often confidential communications and documents with utmost discretion.
• Coordinate expense reports and manage administrative tasks.
• Monitor project progress against key metrics, identify potential roadblocks, and proactively address issues.
• Collaborate with cross-functional teams to ensure project alignment and timely delivery.
• Create and maintain project documentation, including status reports, presentations, and project plans.
• Act as a liaison between the CEO and internal/external stakeholders, effectively communicating key information.
• Handle logistics and communications for the MOSH Board of Trustees.
• Occasionally represent the CEO at meetings, effectively relaying progress and outcomes as needed.
• Proactively anticipate needs, identify potential issues, and propose solutions.
• Facilitate smooth communication flow within the team and with key contacts.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Paid time off
• Vision insurance
• 401(k) matching
• Employee discount
• Professional development assistance
• Flexible schedule
• Life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Museums, Historical Sites, and Similar Institutions
• Education Level: Bachelor's degree