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Careers

Executive Assistant, CEO

The Executive Assistant, CEO will serve as a trusted partner to the CEO and will act as the point of contact for key internal and external stakeholders and will build and manage effective relationships with those stakeholders. The Executive Assistant will provide administrative support to the President and CEO and other executive team members as necessary. This position has primary responsibility for the management of the CEO’s calendar and will be responsible for analyzing and understanding the meetings and issues necessary for the CEO’s attention and creating a strategy to ensure they are met as per the CEO and organizational priorities. The Executive Assistant will conduct the necessary research and preparatory tasks for key meetings the CEO will attend. This position is responsible for overall administrative support operations and may coordinate office/staff meetings or events during and/or after office hours. This position performs complex and confidential administrative-related functions to ensure assigned department operations flow smoothly and is responsible for overall coordination of Board of Director-level meetings and events. The Executive Assistant will assemble the documentation for Board meetings and other key meetings for the President and CEO, and may provide oversight for other projects as necessary.

As directed by the President and CEO, the Executive Assistant has internal contacts with the entire Science Center staff and external contact with Board members’ assistants, key stakeholders, vendors, and the community. This position has access to sensitive UCSC information and is expected to handle such information with the highest level of confidentiality, integrity, and professionalism. This position has regular contact with members of UCSC’s community and is expected to represent the UCSC in a professional manner and demeanor, in written and spoken communications.

The Executive Assistant, CEO will report directly to the President and CEO.

Key responsibilities of this role include:

  1. Create the strategy for managing the President and CEO’s time and calendar and coordinate all necessary logistics; make recommendations to the CEO regarding meetings and appointments in line with that strategy and organizational priorities.
  2. Serve as a critical interface on behalf of the CEO to both internal personnel and external parties; build and manage relationships with those stakeholders.
  3. Conduct research and prepare the CEO for key meetings with internal and external stakeholders.
  4. Assist in the timely and effective communication to the Board on behalf of the CEO and other executives.
  5. Regularly prepare the President and CEO’s monthly time and expense reports for cost allocation and reimbursements, respectively.
  6. Regularly reconcile corporate credit card account(s) for the President and CEO.
  7. Routinely handle confidential and non-routine information and maintain confidentiality of all confidential corporate, personnel and research matters.
  8. Routinely coordinate 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.
  9. On occasion and as requested, act as lead for special projects, which may include planning and coordinating multiple meetings and organizing company-wide events.
  10. Work independently and/or within a team on special and non-recurring and/or ongoing projects.
  11. Respond to inquiries for the President and CEO; receive messages and/or answer routine and non-routine correspondence or questions; with or without direction from CEO.
  12. On occasion and as requested, type general correspondence, charts and tables for other members of the Executive team.
  13. Open, sort and distribute mail for the President and CEO.
  14. On occasion and as requested by supervisor, provide coverage for other Executive team members when their assistants are out of the office.
  15. Participate in the front desk coverage rotation or as necessary.
  16. Provide support for UCSC events, projects, or other company-wide initiatives as necessary.
    Knowledge, Skills, and Abilities.
  17. Understanding of Science Center goals, objectives, and priorities, and ability to work and contribute as part of a larger team.
  18. Familiarity with the Philadelphia Ecosystem and its members.
  19. Fosters trust with the CEO and internal and external stakeholders.
  20. Demonstrated ability to manage multiple daily, weekly, monthly, and long-term tasks by carefully setting priorities, meeting deadlines, and scheduling time efficiently.
  21. Strong understanding of established goals, objectives, language, processes, and systems for assigned primary focus area.
  22. Strong ability to operate a computer and use a variety of common software programs including Microsoft Office, spreadsheets, and customized databases.
  23. Strong understanding of and ability to foster excellent external and internal customer service practices.
  24. Strong critical thinking, written and spoken communication skills.
  25. Ability to organize tasks in an efficient manner and follow-up and follow-through with strong attention to detail, accuracy, and precision in a fast-paced environment.
  26. Demonstrates ability to provide leadership and to work with other people through a cooperative effort.
  27. 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.
  28. Adheres to all UCSC and departmental policies and procedures.
Knowledge, Skills, and Abilities

  1. Understanding of Science Center goals, objectives, and priorities, and ability to work and contribute as part of a larger team.
  2. Familiarity with the Philadelphia Ecosystem and its members.
  3. Fosters trust with the CEO and internal and external stakeholders.
  4. Demonstrated ability to manage multiple daily, weekly, monthly, and long-term tasks by carefully setting priorities, meeting deadlines, and scheduling time efficiently.
  5. Strong understanding of established goals, objectives, language, processes, and systems for assigned primary focus area.
  6. Strong ability to operate a computer and use a variety of common software programs including Microsoft Office, spreadsheets, and customized databases.
  7. Strong understanding of and ability to foster excellent external and internal customer service practices.
  8. Strong critical thinking, written and spoken communication skills.
  9. Ability to organize tasks in an efficient manner and follow-up and follow-through with strong attention to detail, accuracy, and precision in a fast-paced environment.
  10. Demonstrates ability to provide leadership and to work with other people through a cooperative effort.
  11. 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.
  12. Adheres to all UCSC and departmental policies and procedures.

The successful candidate will have 5-7 years of related experience supporting senior executives in a professional office environment and working with leaders in the community. A high school diploma is required, and a BA/BS degree from an accredited college or university with a concentration in Business or other related field of study is preferred.

The Science Center offers a comprehensive employee benefit package which includes Medical, Dental, Short and Long-Term Disability, Flexible Spending, Life Insurance and 403(b) with a significant company match.

We are an Equal Opportunity Employer
Interested candidates should forward a resume and salary requirements to: Human Resources, University City Science Center 3675 Market Street, Suite 400 Philadelphia, PA 19104 or email resumes@sciencecenter.org.

About the Science Center Located in the heart of uCity Square, the Science Center is a mission-driven nonprofit organization that catalyzes and connects innovation to entrepreneurship and technology commercialization. For 50+ years, the Science Center has supported startups, research, and economic development in the life sciences, healthcare, physical sciences, and emerging technology sectors. As a result, graduate firms and current residents of the Science Center’s incubator support one out of every 100 jobs in the Greater Philadelphia region and drive $13 billion in economic activity in the region annually. By providing resources and programming for any stage of a business’s lifecycle, the Science Center helps scientists, entrepreneurs and innovators take their concepts from idea to IPO – and beyond.