OMSI - Oregon Museum of Science & Industry
  • 28-Dec-2017 to 19-Jan-2018 (PST)
  • Education
  • Portland, OR, USA
  • $36,700 - $47,750
  • Salary
  • Regular - Full-Time

Eligible for health benefits and paid time off.


The Executive Assistant assists the Vice President of Learning Experiences with the coordination of the department's operations, budgeting, accounting, and special projects and functions as the department's administrative key player. This position also provides administrative support to the divisions of the department as required.

Participate in programs/initiatives to enhance corporate culture, such as:

  • Working effectively with and supporting staff and volunteers throughout the organization.
  • Supporting OMSI's Total Guest Experience (TGE)/Customer Service mission & objectives in daily job performance, including diversity initiatives.

Essential Duties & Responsibilities

"Performing the following will involve driving to various locations outside OMSI's corporate headquarters:"

  • Assist the Vice President and Programs staff with special project management/administration and direct special projects as assigned.
  • Functions as department's administrative key player with responsibility for communication with and liaison to departments such as Finance, Payroll, and Human Resources.
  • Coordinate, review, track, and maintain the department's accounting system including, but not limited to, purchase orders, budget spreadsheets, monthly credit card reconciliations, expense reports, monthly variance reports, and project and grant budgets.
  • Manage and prioritize flow of information/paperwork such as timesheets, payroll, invoices, contracts, and human resources forms.
  • Design and implement office systems to increase the effectiveness and efficiency of the department's operations.
  • Provide training support for new hires, including volunteers / interns, and monitor department standards for documentation and administrative processes and procedures.
  • Proofread and edit documents/materials prior to publication.
  • Provide support in the production of the teacher, camp, and class catalogs, creation and maintenance of master document books and other reference materials.
  • Provide support in managing contractual relationships related to the delivery of programs. This may include lease agreements, permits, and contract work.
  • Coordinate meetings, conferences, and travel arrangements. Greet guests and process follow up activity.
  • Assist with the preparation of grant proposals and presentation materials.
  • Record and execute meeting minutes, write and prepare correspondence, maintain department filing system.
  • Maintain strategic calendar for department.
  • Act as a liaison between the Vice President and museum departments and outside contacts, including the general public, funders, and other professionals.
  • Maintain personnel records and confidential information.
  • This position is exempt, paid salaried.
  • This position is regular full-time, scheduled to work 40 hours/week.

Working Conditions:

  • Physical Demands: 80% Sitting 15% Standing  5% Lifting/Carrying/Pushing/Pulling  30 Pounds  
  • Vision requirements include close vision (clear vision at 20 inches or less).
  • Noise level is moderate (examples: business office with computers and printers, light traffic).

Secondary Functions:

  • Work with and support educators and volunteers throughout the museum.
  • Assume other tasks and responsibilities as assigned by the Vice President of Learning Experiences.

Knowledge/Skills/Abilities:

Requirements:

  • Excellent attention to detail with a high degree of accuracy.
  • Ability to work independently as well as in teams.
  • Highly self-motivated with the ability to exercise initiative and good judgment, ability to deal with rapidly changing priorities, possess excellent problem-solving, organization, and administrative skills.
  • Demonstrated excellent interpersonal, written / verbal communication and customer service skills to work with people of diverse talent and background.
  • Ability to effectively manage and track multiple projects simultaneously, work well under pressure with a high degree of accuracy, and meet stringent deadlines.
  • Proficient computer literacy with demonstrated competence in Microsoft Word, Excel, PowerPoint, Google Docs and Outlook.
  • Thorough knowledge of business English and math, office/accounting/budgeting principles, procedures and standards.
  • Understanding of confidentiality and personnel protocols.
  • Strong presentation skills.

Preferences:

  • Nonprofit experience.
  • Museum experience.
  • Experience in Financial Edge, or other financial management database program.
  • Experience with project management software; Basecamp, Trello or others
  • Working knowledge of graphic design principles and software; Photoshop, Illustrator, and InDesign.

Education & Work Experience:

Requirements:

  • Bachelor's Degree or equivalent combination of experience and education.
  • Minimum 1 year of coordination and project management skills.
  • Minimum 3-4 years' experience of administrative support at the executive level.

Preferences:

  • Experience in business accounting and budget management.
  • Bilingual - Spanish/English.
  • Experience working with volunteers.

Additional Requirements/preferences; including licenses and certifications:

Requirements:

  • Pre-employment checks, such as criminal background check and reference checks.
OMSI - Oregon Museum of Science & Industry
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