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Executive Assistant to Mission Advancement
Company: Science Museum of Minnesota
Location: Saint Paul, MN
Employment Type: Full Time
Date Posted: 06/14/2021
Expire Date: 08/14/2021
Job Categories: Administrative and Support Services, Arts, Entertainment, and Media, Consulting Services, Education, Other, Science, Development and Fund Raising, Nonprofit and Volunteer Services, Writing/Authoring
Job Description
Executive Assistant to Mission Advancement
Imagine yourself here. Be a part of something great at the Science Museum of Minnesota.

The Science Museum of Minnesota knows that diversity generates better ideas, inspires creativity, and is essential to building a positive workplace. As an employer of choice, we hire and retain employees by valuing differences, creating a collaborative work environment, and providing promotional and career development opportunities.

Join our Mission Advancement team as an Executive Assistant under the direction of the Vice President of Mission Advancement and her/him/their direct reports leading the functional areas of Development & Membership, Marketing & Communications, Events & Dining Services, Strategic Partnerships & Government Relations, and Advancement Services. This position works with a dynamic and fast-paced team of professionals, and interacts regularly with donors, members, board members, and other museum leaders. In addition to being a central resource and team member to the broader Mission Advancement team, this role also partners with four other Executive Assistants in similar roles across the organization to create a network of efficient and effective processes across the broader organization.

Job Duties & Responsibilities:

Provide day-to-day administrative support to the VP of Mission Advancement and Directors of the MA functional areas to include calendar organization and management, business travel and accommodations, internal and external communications, and preparation for various meetings and events.
Implement processes and handle projects and support activities that ensure offices and all internal and external constituent interactions are represented as polished and professional and reflect the museumís values and brand.
Provide administrative support to the Board of Trustees; specifically supporting the Mission Advancement Committee. This consists of coordination of quarterly meetings and activities including partnering with the Vice President to plan meeting agendas, logistics, overall experience, meeting notifications, background materials, transcription of meeting minutes, and distribution of follow-up materials as necessary and appropriate.
Orchestrate the preparation, planning, and communication around all activities related to MA team activities, events, meetings, planning sessions, etc.
Participate in, and support as needed, organizational and special events or meetings planned and executed by the Mission Advancement teams such as donor or member events, special museum events, partner/funder/vendor meetings, or other related activities; this could include helping with RSVP processes, set up, registration, hospitality, tear-down, note-taking, wayfinding support, sharing follow up materials with attendees, or other activities. Some events may occur outside of normal business hours.
Provide project support for the Vice President and Directors as needed to conserve time. Aid in preparation and putting forward the best experience for internal and external partners, which may include researching, routing correspondence, drafting letters, documents, or emails, collecting and analyzing information, creating forms, presentation decks, or work methods to improve the efficiency and effectiveness of the teamís work.
Proactively communicate and follow up in a manner that consistently and accurately represents the executivesí intent while ensuring their confidences are maintained while meeting the needs of the respective party.
Compile and organize expense reports, credit card reconciliation, prepare/approve timesheets and track time off, and handle procurement items as needed.
File and maintain documents, contracts, records, reports, and corporate archives including anything related to the work performed by these offices.
Create, maintain and update constituent related records in the appropriate contact management system (CRM) database to support the relationship management record keeping of the Vice President and Directors as requested.
Maintain and protect the confidentiality of sensitive information, constituent data privacy, and any related information handled by organizational leaders and donor-portfolio managers.
Performs other duties as assigned.
Minimum Qualifications:

Proven ability to communicate and interact effectively and professionally with multiple levels of an organization, including staff, leadership and the Board of Directors.
Experience providing support to a multi-department division valued.
Demonstrated experience using computer software including Microsoft Word, Excel, PowerPoint, Google Workspace, etc.
Preferred Qualifications:

Cultural competency and experience working with diverse communities.
Willingness to be open and respectful of all backgrounds.
Fluency in language(s) other than English valued (Hmong, Somali, Spanish).
Hiring Pay Range: $25 USD or more per hour/ Depending on Qualifications.

The job duties describe the general nature and level of work assigned to this position and is not an exhaustive list. For some positions, detailed procedures may be outlined in supplemental documents.

We exist to turn on the science and inspire learning, inform policy and improve lives. We envision a world in which all people have the power to use science to make lives better. We value science as an essential literacy and strive for inclusion inside and out so that our museum and our people reflect and respond to the diverse needs and cultures of our community. It is the museumís policy and practice to hire and promote qualified job seekers from a variety of backgrounds and experiences. We offer benefit packages for full-time and part-time employees.

Qualifications & Requirements
Minimum Qualifications:

Proven ability to communicate and interact effectively and professionally with multiple levels of an organization, including staff, leadership and the Board of Directors.
Experience providing support to a multi-department division valued.
Demonstrated experience using computer software including Microsoft Word, Excel, PowerPoint, Google Workspace, etc.
Preferred Qualifications:

Cultural competency and experience working with diverse communities.
Willingness to be open and respectful of all backgrounds.
Fluency in language(s) other than English valued (Hmong, Somali, Spanish).
Contact Information
Company Name: Science Museum of Minnesota
Website: https://www.smm.org/jobs...
Company Description:
Our Mission: Turn on the science: Inspire learning. Inform policy. Improve lives. The Science Museum of Minnesota is the Upper Midwestís most popular museum, inspiring nearly a million people each year through its visitor place, outreach programs, exhibit and film production and distribution programs, and more. Among the nationís largest and most esteemed science museums, the Science Museum conducts research, collects and preserves artifacts, produces and distributes award-winning exhibits and giant screen films, and offers educational programs for children, families, and adults.
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