Executive Assistant

$61,500 - $71,000/Yr

Field Museum - Chicago, IL

Full-time - Entry Level

Chicago, IL

Museums, Historical Sites, and Similar Institutions

About the position

The Executive Assistant will provide administrative support to the Executive Vice President & Chief Operating Officer (EVP & COO), who oversees Visitor Services, Business Enterprises, Marketing, and their associated Board Committees. Reporting directly to the EVP & COO, this position will also work with colleagues across the Museum and externally with donors and Trustees to facilitate meetings and events and gather and format information as needed.

Responsibilities

• Develop a first-hand knowledge of all the areas in the division by spending time with staff in those areas.
• Develop both an internal and external professional network through proactive contact.
• Manage the EVP & COO's calendar and scheduling including prioritizing meeting and event requests.
• Coordinate the logistics of meetings, including internal and external space/location reservations, both in-person and virtual, agenda preparation, perform meeting set-up needs, technology needs, and food and beverage services for staff and committee as well as travel arrangements for the EVP & COO.
• Ensure that the EVP & COO are prepared with agendas for meetings/events, bios, and briefing memos.
• Produce memos and correspondence for a diverse set of audiences, including staff, consultants, and Board of Trustee committee members.
• Organize Board of Trustee Committee meetings, including preparing agendas, reports, and other material in advance, taking and transcribing minutes, and following up on action items from such discussions.
• Establish, manage, and monitor departmental budgets. Complete expense reports and required financial forms as needed.
• Assist other members of the teams on special projects, work orders, new hire tasks, and space planning.
• Responsible for data management, including maintaining files and file index (both paper and electronic), updating contact and distribution lists, and ensuring important historical documents are sent to the Museum archives.
• Project management, as assigned, includes, but is not limited to, the creation of administrative procedures, policies, information management, research, and reporting.
• General office administrative tasks include fielding phone calls, and emails, ordering supplies, mail pick up, and equipment management.
• Maintain a clean, professional, well-organized office.
• Perform other duties as required or assigned.

Requirements

• Bachelors degree or equivalent combination of education/experience is required.
• 5+ years working in a professional environment as an executive assistant preferred.
• Demonstrate proficiency in both Mac and PC platforms, Google Office (Gmail, Google Calendar, Docs, Sheets, Slides, etc.) and MS Office (Word, Excel, PowerPoint).
• Demonstrated ability to efficiently convert source documents to single Adobe PDF packages and meeting material required.
• Skilled with electronic document management, handling, filing, and organizing.
• Excellent written and verbal communication skills - interacting with all levels of staff, management, and leadership as well as external contacts such as consultants and trustee members.
• Ability to work on multiple projects simultaneously, manage priorities, and meet deadlines; a high sense of urgency.
• Solid work ethic, commitment to punctuality, and excellent attention to record-keeping.
• Adeptness at working effectively in an environment that includes colleagues of varied cultural, economic, and professional backgrounds in a team environment.
• Strong decision-making ability and initiative to handle issues with little direction.
• A high level of emotional intelligence together with a friendly, courteous, professional, and helpful demeanor.

Benefits

• Comprehensive Health Coverage: Including medical, dental, vision plans, and even pet insurance.
• Financial Security: Life and disability benefits plus a 403(b) savings plan to help you plan for the future.
• Work-Life Balance: Generous paid time off, paid sick leave, and paid holidays to ensure you have time to recharge and spend with loved ones.
• Exclusive Perks: Enjoy great employee discounts and complimentary general admission to participating cultural institutions.