Executive Assistant to the President/CEO at MOXI, The Wolf Museum of Exploration + Innovation – Santa Barbara, California

Position Summary

The Executive Assistant to the President/CEO is responsible for providing high level administrative and executive support to ensure the President/CEO’s priorities, daily operations, and organizational systems run efficiently and effectively. . Essential responsibilities include Executive Office Management, Board Relations, and Administration. This position will perform varied and highly skilled administrative assistant duties, and as such the role requires excellent customer service in all transactions and interactions, ability to maintain confidentiality and discretion, attention to detail, adaptability, critical thinking, sound judgement, and above all, humor.

Report to: President/CEO

Pay: $24.00/hour - $26.00/hour

Full-Time - 30 Hour

Responsibilities

• Provide direct administrative support to the President/CEO, including, but not limited to managing and tracking organizational priorities, initiatives, and deadlines; drafting, reviewing, and editing correspondence; helping develop presentations; scheduling calendar appointments; maintaining electronic and paper files including Altru (CRM database); keeping personal office supplies stocked; documenting expense reports; making travel arrangements; preparing for, greeting, and escorting the President/CEO’s visitors; maintaining Outlook contacts, etc.
• Serve as the primary gatekeeper for the President/CEO, managing complex calendars, scheduling meetings, and prioritizing requests based on organizational priorities.
• Anticipate the President/CEO’s needs and proactively prepare materials, briefings, and background information for meetings, presentations, and engagements.
• Provide administrative support across departments to align activities with executive direction.
• Compile and maintain sensitive and confidential data as requested by the President/CEO.
• Conduct research, analyze data, and prepare summaries or recommendations to support executive planning and decision-making.
• Support the CFO/COO with the annual audit, as requested.
• Serve as the President/CEO’s administrative liaison to the board of directors and its committees.
• Assist President/CEO with creating monthly board packets and correspondence.
• Arrange the logistics for board meetings, retreats, and get-togethers such as conference rooms, venues, meeting materials, tech set-up, and food and beverage.
• Set up and break down the meeting space for all board meetings, as necessary.
• Prepare and distribute Board and Board committee, calendar invitations, meeting minutes and supporting materials, and meeting agendas
• Coordinate recognition activities for outgoing board members for outstanding service.
• Attend Board and committee meetings and capture accurate minutes of these meetings and distribute appropriately.
• Keep accurate and up-to-date board records and files. Keep records of officers, members, and committees. Organize and maintain board and committee rosters, attendance, mailing lists, and meeting minutes.
• Process incoming and outgoing mail.
• Maintain consistent inventory of general office supplies.
• Represent the President/CEO and MOXI professionally in all interactions.
• Other job duties as assigned.

Additional Information

• Work five days/week (M-F); work occasional weekends; stand or walk for extended periods of time; be highly organized and prompt; work with multiple technologies; troubleshoot and problem solve; communicate effectively and courteously with a variety of people verbally and in writing.
• Schedule and availability reflect that the organization is a 7-day a week operation, with periodic early morning and evening programs.
• Applicant must be able to bend, squat, lift push/pull up to 50 lbs.
• Regular predictable attendance is required.
• Reasonable accommodations may be made in order to allow individuals with disabilities to perform the essential functions.
• Employment background/criminal check is required.

Reasons to apply:

• Growth-centered work environment that includes professional development opportunities.
• Fun and creative organizational culture.
• Free membership after 3 months.
• Free admission into local museums including MOXI, Santa Barbara Museum of Art, Lotusland, and Santa Barbara Zoo.
• Free ASTC membership for museums across the country.

Benefits:

• 80 hours of paid vacation, 56 hours of paid sick leave, and 13 paid holidays each year.
• Company-sponsored Gold medical insurance plan with multiple PPO and HMO options. – EE Level
• Company-sponsored dental and vision. – EE Level
• Flexible Spending Accounts: Health Care FSA and Dependent Care FSA.
• Pet Protection
• Identity Theft Protection.
• Retirement Plan 403(b) + Employer Match
• 100% employer sponsored EAP, LTD, Life/AD&D.
• Supplemental Life/AD&D.

About MOXI

MOXI, The Wolf Museum of Exploration + Innovation® is dedicated to igniting learning through interactive experiences in science and creativity. Located in the heart of Santa Barbara’s vibrant Funk Zone at 125 State Street, the museum is LEED - certified Gold and serves guests of all ages through its hands-on exhibits and education programs. MOXI is a 501(c)(3) nonprofit organization generously supported by its daily guests, members, facility rentals, and donations from individuals, foundations, and corporate partners.

Who we are

MOXI is a collaborative, creative, and fun place to work. Our team is guided by a set of core values that help create a joyful place where we empower curious minds to explore the world.

We are Playful. We are collaborative. We are experimenters – we take risks and embrace failure. We believe that diversity is critical to creativity.

How to apply

To be considered, all applicants must submit a cover letter and a resume.

Website: https://moxi.org/careers/

MOXI is an equal opportunity employer committed to diversity at all levels.

Requirements, Skills & Qualifications

• Excellent written, interpersonal and verbal communication skills
• Conscientious and detail-oriented; must have an appreciation of the necessity of following through with paperwork, record-keeping, and documentation.
• Ability to organize and prioritize varied tasks in a manner that most effectively serves the needs of the organization.
• Excellent interpersonal skills; must be receptive to the ideas of others and able to work cooperatively to prioritize tasks and accommodate many different and conflicting concerns.
• Passion for creating a world-class museum that is recognized as a truly outstanding educational experience.
• Enthusiasm for working in an organization where change is frequent, the structure is evolving, and flexibility, teamwork, and good humor are absolute necessities.
• Proficiency in all Microsoft Office applications and ability to learn new systems and adapt to emerging technologies.
• Awareness of issues relating to access and inclusion and the ability to build inclusive and accessible programs.
• Spanish fluency a plus.

Education and Experience requirements:

• 3+ years’ administrative experience
• Experience with donor management systems/database preferred
• Bachelor’s or Associate’s degree in any discipline