Careers
Executive Assistant
The Executive Assistant (full time) will provide support for the C-Suite members of the Executive team, including the CEO, at a mission-driven, historic nonprofit organization. This role requires a high level of communication with all members of the organization as well as executives and business leaders across the city and region; impeccable communication, attention to detail, and sound judgement are paramount.
Prior experience supporting an executive is required, experience supporting a CEO is preferred. This position offers the opportunity to work closely with our president and CEO and senior leadership, contributing to the overall success and impact of the organization and ensuring operational efficiency in a dynamic and fast-paced work environment.
At the Science Center, our work is ever-evolving as we grow and shift with industry trends. This role will not be stagnant, as our exciting organization is always in motion. The culture of our workplace is just as important as our mission-driven work; it’s the people who are behind the continued success of the Sc. Our team-oriented “One Science Center” approach provides a nurturing environment for you to best use your skills and gifts. Your input, ideas, and inspiration are welcome!
The ideal candidate will be a seasoned and trusted professional. This is not a job to learn; we need someone capable of navigating all aspects of Executive life. The candidate should have experience interacting and communicating with a Board of Directors. The candidate should be proactive and self-motivated, anticipate needs, and balance multiple competing priorities. Candidates will be trusted have access to CEO emailboxes.
Submit resume and complete application
ESSENTIAL FUNCTIONS
- Manage Executive Department calendars and scheduling and make arrangements for meetings, etc., as requested, representing the department to internal and external clients.
- Process invoices, receipts, and documents, as related to expense reports.
- Manage scheduling, correspondence, and documentation for Board meetings and Board committee meetings.
- Serve as a trusted point of contact, as and when appropriate, for internal and external stakeholders of the department.
- Perform general administrative and clerical duties including expense and credit report preparation for the CEO, Chief of Staff, and Chief Medical Affairs Officer, managing incoming and outgoing department mail, copying, faxing, filing, correspondence, and travel arrangements for the department.
- Support coordination of all operational issues for all executive-level meetings, programs, events, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget, as directed by the President and CEO or his/her designate.
- Manage departmental contacts and other data input and collection in the CRM platform.
- Leverage the Salesforce CRM platform to support department efforts through activities such as entering and updating information, generating reports, correspondence to donors, and other basic documents.
- Schedule interviews as directed.
- Attend monthly administration meetings.
- Assist the department with special projects as necessary, including department-wide and smaller group events.
- Provide administrative and clerical support for Science Center events, projects, or other company-wide initiatives as directed.
ADDITIONAL RESPONSIBILITIES
- Attend relevant workshops or join professional industry groups as necessary to maintain professional knowledge.
- Adhere to the Science Center’s security guidelines and ensure the appropriate handling of sensitive information.
- Facilitate and attend relevant staff meetings to promote communication and execution of goals.
- Complete special projects specific to the function of the department or as needed for the department as directed by the supervisor.
- Other duties as assigned within the scope of position expectations.
KNOWLEDGE, SKILLS, AND ABILITIES
- Understanding of Science Center and department goals and objectives and ability to work and contribute as part of a larger team.
- Demonstrated ability to manage multiple daily, weekly, monthly, and long-term tasks for multiple staff members by carefully setting priorities, meeting deadlines, and scheduling time efficiently.
- Strong relationship building and influencing skills; ability to cultivate trust with all levels of the organization and external stakeholders. Demonstrated ability to interact with Executives, the Board and their external contacts with professionalism and proficiency.
- Ability to organize tasks in an efficient manner and follow-up and follow-through with strong attention to detail in a fast-paced environment.
- Ability to be productive asynchronously.
- Expert-level proficiency with Microsoft Office Suite and other basic software tools, with a particular emphasis on Outlook proficiency.
- Strong understanding of and ability to foster excellent customer service practices.
- Strong written and verbal communication skills and demonstrated ability to clearly and effectively communicate across all levels.
- Proficiency supporting and collaborating with executive staff.
- Demonstrated ability to work with other people through a cooperative effort.
- Possesses strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, external business partners, tenants, and the community.
- Demonstrates sound and mature judgement, self-awareness, and emotional intelligence.
- Adheres to all Science Center and departmental policies and procedures.
Embodies and Models Science Center Values:
- Unity: Promotes one Science Center, united and guided by our mission.
- Open Communication: Practices open communication by encouraging a diversity of ideas and recognizing the value of sharing opinions and experiences in our work.
- Integrity: Creates an environment of trust and integrity. Honest and ethical in everything.
- Impact: Works to make a meaningful and measurable difference in the lives of others.
- Equity & Inclusion: Fosters an environment that embraces the strength in the diversity of our team and our community.
- Innovation in Action: Committed to continuous learning and open to new ideas that drive positive change.
EXPERIENCE, EDUCATION, AND LICENSURE
Minimum Experience
- 3-5 years of related experience supporting executives in a professional environment.
Minimum Education
- High School Diploma or GED required; BA/BS degree or some college is preferred.
We are an Equal Opportunity Employer
About the Science Center
The University City Science Center is Philadelphia’s premier catalyst of entrepreneurial activity, healthcare innovation, and economic growth. Established in 1963, the nonprofit has been recognized by The Brookings Institution as a best-in-class investor, mentor, and economic development partner for young technology companies. Working alongside industry partners and leading research and academic institutions across the globe, the Science Center has supported over 1,000 early-stage companies. Today, the organization advances healthcare innovation from idea to the marketplace through startup support services, allocating capital, gathering the innovation community, and building inclusive STEM pathways for Philadelphia youth and adults. For more information visit sciencecenter.org or follow us at @UCScienceCenter.