Executive Assistant, Human Resources and Volunteer Services

Museum of Science, Boston

www.mos.org

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

SUMMARY STATEMENT:

The Executive Assistant to the Human Resources and Volunteer Services Division (HRVS) provides executive administrative support to the division head and divisional leadership team to ensure the smooth running of the office. Planning, executing, and coordinating Board Committee meetings and other ad-hoc divisional projects. Manages all tasks efficiently and discreetly in a positive, proactive manner and handles all information with extreme sensitivity and confidentiality.

RESPONSIBILITIES:

• Provide executive and courteous administrative support for the 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.
• Manage the Chief People Officer's calendars, scheduling all meetings, internal and external; respond to requests from external parties for participation, including the initial contact, response, and coordination of the calendar and all logistics.
• Perform high-level project management for ad-hoc tasks as assigned to support the goals and objectives of the HRVS division; pull and compile information for meetings and handle routing internal documents, including invoices and contracts.
• Support the management, writing, and reporting of division objectives quarterly and annually to ensure they are captured and updated promptly.
• Provide a welcoming presence for all staff, volunteers, and interns; execute the onboarding process by processing CORI/SORIs and new hire paperwork to ensure new hires comply with all legal and Affirmative Action mandates and that all records are organized, accurate, and updated promptly.
• Perform administrative duties such as answering the telephone, taking timely, accurate messages, and scheduling meetings for the HRVS division and Chief People Officer; maintain departmental supplies; keep the general HR office and closet organized; distribute mail, track invoices, and prepare documents for the Human Resources staff.
• Assist staff in resolving routine inquiries and redirecting staff when necessary; communicate pertinent information, including but not limited to announcing new hires and new job postings as well as programs, events, policies, and procedures to staff and others after approval by senior HR staff; ensure that information is accurate and complete; serve as an ambassador for internal and external HR clients, ensuring timeliness and accuracy of the provided information.
• Provide administrative and logistical support for all trainings, such as Staff Professional Development Days, New Manager Orientation, Affirmative Action Training, and New Employee Orientation and ensure all necessary information is tracked appropriately.
• Manage the activities and administration of the Board, including organizing committees and task forces, managing their membership lists and records; overseeing attendance tracking; managing all official communication to the Board, including email communication, conflict of interest forms, nomination letters, year-end letters; and work with Chief People Officer and the Administration division to schedule the yearly calendar of Board meetings.

WORK SCHEDULE:

This position is full-time, 40 hours/week, Monday-Friday, 9-5.

REPORTS TO:

Chief People Officer

MINIMUM QUALIFICATIONS:

• Ability to handle confidential material
• Demonstrated ability to adapt to changing priorities
• Demonstrated oral and written communication skills
• Demonstrated professionalism and discretion
• Demonstrated ability to self-monitor and be pro-active
• Setting and monitoring progress toward objectives and key results
• Demonstrated experience using Microsoft Office Suite and managing multiple calendars
• Previous experience supporting Board members/committees
• Demonstrated attention to detail
• Demonstrated customer service skills
• Demonstrated ability to handle multiple projects with various deadlines

STARTING SALARY:

Exempt (Salaried): $65,000-71,000 per year

BENEFITS:

Benefits for full-time, exempt (salaried) staff include: free parking, T accessibility, commuter spending account, 23 vacation days, 12 holidays, 10 sick days, medical, dental, and vision insurance, short- and long-term disability, life insurance, retirement and savings plan, health care/dependent care flex spending plan, a Museum Membership, employee discounts, employee referral program, tuition assistance, professional development, direct deposit, free admission, free Duck Tours, discounted movie passes, and much more!

The Museum of Science is fully committed to Equal Employment Opportunity and to attracting, retaining, developing and promoting the most qualified employees without regard to their race, gender, color, religion, sexual orientation, national origin, age, physical or mental disability, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. We are dedicated to providing a work environment free from discrimination and harassment, and where employees are treated with respect and dignity.

No phone inquiries, please. Qualified applicants will be contacted within two to four weeks of initial application.