Position Title: Executive Assistant to the CEO

Department:  President's Office

Reports to: Kevin Malgesini

Pay Class: Full-time Regular

FLSA Status: Hourly Non-Exempt                      

Position Summary

The Executive Assistant to the CEO (EAC) is a senior-level administrative role who supports the CEO and serves as a primary point of contact for internal and external stakeholders. The EAC plays a critical role in aligning the CEO’s time to ensure effective execution of PacSci’s mission, guiding principles, and strategy.  The EAC acts as the liaison for the CEO and Board of Directors as they govern and set the strategic direction for the institution and reports to the CEO. This role is primarily onsite with hybrid flexibility.

Essential Duties & Responsibilities                                                                                                                                       

• Performs all administrative duties for the CEO, Board of Directors, and Board Committees; as needed for members of the Executive Leadership Team.
• Manages meeting logistics for CEO, Board of Directors, Board Committee, and Management Team.
• Works with the People & Culture team to organize and execute All Colleague Meetings and other internal events.
• Assists the Management Team with event planning, hosting outside partner organizations, and vendor coordination.
• Prioritizes and manages the CEO’s commitments and calendar, including the coordination of internal and external meetings, conference calls and travel, and appointments with multiple teams.
  • Develops and reconciles the CEO and Board of Directors budgets.
  • Processes expense reports for the CEO.
• Serves as a key partner to the Board of Directors in driving work forward.
  • Supports onboarding of newly elected Board members.
  • Collects, compiles, and distributes Board and Committee meeting materials and other communications.
  • Maintains familiarity with the Board by-laws and Board policies/resolutions to ensure the Board's compliance with its own policies and with best practices in Board governance.
• Manages CRM activity within the CEO's portfolio; partners with the Development team to support donor and Board engagement, including calendar coordination to enable timely briefing document preparation
• Oversees office management, including office supply management.
• Collaborates with other coordinators/assistants to provide coverage of duties as needed.
• Performs other duties as assigned.

Position Requirements: Knowledge, Skills & Abilities

Strong skills in:

• Written and oral communications that are clear and effective with all audiences.
• Scheduling and executive calendar management.
• Event planning and execution.
• Time management, systems thinking, organization, and prioritization.
• Microsoft Office 365 applications (Outlook, Word, Teams, SharePoint, Excel).
• Planning, organizing, and meeting multiple demands simultaneously.
• Collecting, coordinating, synthesizing, and communicating information and data.
• Handling confidential information with discretion.

Qualifications

Required

• 3+ years administrative experience, with at least 1 year supporting an executive
• HS diploma or GED
• Demonstrated commitment to Inclusion, Diversity, Equity, and Access (IDEA) throughout every aspect of work
• Demonstrated enthusiasm for PacSci’s mission

Preferred         

• 5+ years administrative experience on the executive level
• Bachelor’s degree
• Experience with web-based platforms to streamline the management of business data
• Experience with CRM platforms and donor engagement workflows

Physical Demands & Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• The majority of work will take place at a desk in an office using a computer. 
• This position requires communication over phone, email, and in-person, including the ability to present to individuals and groups.
• Will occasionally move around PacSci campus
• Will occasionally help set up and break down events and meeting spaces, including moving objects up to 25 lbs.
• The noise level varies from low to moderate.
• This role is primarily onsite with hybrid flexibility; occasional weekend or evening work may be required.

This position description generally describes the principal functions of the position, and the level of knowledge and skills typically required.  It does not constitute an employment agreement between the employer and the employee, and it is subject to change as the needs of the employer and the requirements of the job change.

Compensation

Pay is based on several factors, including market location, job-related knowledge, skills, and years of experience.

In addition to base salary, all employees receive:

• Employee PacSci Membership
• Commuter Benefits
• 403b Retirement Plan

Full-time regular employees (40 hrs/week) additionally recieve following benefits: 

• Medical, Dental, Vision, basic life insurance, and disability insurance
• 4 weeks of vacation, 12 floating holidays, and sick pay
• 403(b) Retirement Savings
• Employee Assistance Program

Pacific Science Center stands with those who are courageously fighting against hate, racism, and injustice. We recognize that not being racist is not sufficient. We must be actively anti-racist, and we commit to doing so.  We prioritize inclusion, diversity, equity, and access in everything we do. Curiosity and critical thinking are essential to the dialogue and changes that need to happen.

Pacific Science Center complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact us at [email protected].