Support The World's Smartest Network
×

Help the New York Academy of Sciences bring late-breaking scientific information about the COVID-19 pandemic to global audiences. Please make a tax-deductible gift today.

DONATE
This site uses cookies.
Learn more.

×

This website uses cookies. Some of the cookies we use are essential for parts of the website to operate while others offer you a better browsing experience. You give us your permission to use cookies, by continuing to use our website after you have received the cookie notification. To find out more about cookies on this website and how to change your cookie settings, see our Privacy policy and Terms of Use.

We encourage you to learn more about cookies on our site in our Privacy policy and Terms of Use.

Executive Assistant to Chief Scientific Officer (CSO)

JOB TITLE: Executive Assistant to Chief Scientific Officer (CSO)

DEPARTMENT: Executive

REPORTS TO: Chief Scientific Officer

SUMMARY:

Reporting directly to the Chief Scientific Officer (CSO), the Executive Assistant will provide tactical and strategic administrative support in a one-on-one working relationship. The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CSO. The Executive Assistant will also serve as a liaison to the senior management team; organize and coordinate executive outreach and external relations efforts; and oversee special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

ESSENTIAL DUTIES:

  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CSO, including those of a highly confidential or critical nature. This includes receiving and screening the CSO’s phone calls and visitors.
  • Strategically manage CSO’s active daily calendar of virtual and in-person meetings, conference calls, speaking engagements, and events across locations and time zones; ensure his/her time is allocated to the highest priorities; ensure schedule is followed and respected; keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Arrange complex and detailed domestic and international travel itineraries and agendas. Secure visas, book hotels, coordinate local transportation, and handle other travel-related logistics. Prepare and submit monthly expense reports.
  • Manage large cross-functional projects or initiatives across in-person and remote work environments. Track tasks, time commitments, incoming requests, and deadlines related to CSO’s various projects/ initiatives. Ensure the CSO’s involvement in project or decision-making takes place at key times, where his/her input and authority are most needed. Communicate top priorities and project status, gather data and/or generate reports and make recommendations to ensure that projects are progressing as scheduled

GENERAL RESPONSIBILITIES:

Executive Support

  • Communicate directly, and on behalf of the CSO, with Board members, donors, collaborators, and others, on matters related to the CSO’s programmatic initiatives. Represent the CSO in designated meetings, as required.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CSO. Determine appropriate course of action, referral, or response, exercising judgement to navigate conflicting demands and time pressure, and reflect CSO’s style and organization policy.
  • Create and maintain an updated master chart/list/spreadsheet of the CSO’s commitments, goals, initiatives, projects, tasks, deadlines; set reminders and help facilitate completion of key deliverables.
  • Schedule and attend select meetings; assist in the preparation and distribution of meeting agendas and materials; take notes, capture action items, disseminate meeting minutes, and ensure follow through.
  • Assist with on-site and off-site staff meetings and events (reserve venues, coordinate outside attendees, handle meeting set-up, catering and A/V services). Engage the assistance of events operations department where necessary.
  • Conserve the CSO’s time by reading, researching, collecting, and analyzing information as needed, in advance.
  • Support key annual planning processes, business planning, and performance review cycles.
  • Support CSO in his/her external commitments related to the Academy, including service on external boards, committees, and other groups.

Strategic Initiatives & Partnerships

  • Conduct research and analysis on potential partners, donors, and other stakeholders, to identify and evaluate current needs and assemble materials needed for related proposals.
  • Track donor relationship developments in Raisers Edge (e.g. adding contacts, creating accounts, updating notes).
  • Assist the CSO in the creation and design of complex documents, reports, and Word, Excel, and PowerPoint presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
  • Follow up on contacts made by the CSO and support the cultivation of ongoing relationships; create and edit acknowledgement letters from the CSO to donors and collaborators. Work with CSO, as well as internal and external teams, in coordinating the CSO’s outreach activities.
  • Manage CSO’s professional social media content calendar; update and post information on digital media including Academy website, LinkedIn, Instagram, and other relevant platforms.
  • Perform other related duties as requested or responsibilities dictate.

SUPERVISORY RESPONSIBILITY:

This position does not supervise others.

REQUIREMENTS:

  • Bachelor’s Degree preferred.
  • Minimum 3 years administrative experience with at least a year at the Executive level managing calendars and coordinating international travel and logistics.
  • Excellent organizational skills, verbal, and written communication skills. Highly detail oriented.
  • Highly proficient computer skills, including Microsoft Office (Outlook, OneDrive, Word, Excel, PowerPoint, SharePoint, Teams), virtual meeting platforms (e.g. Zoom, WebEx), project management tools (e.g. Asana), with aptitude to learn new software and systems.
  • Ability to prioritize, manage, and complete a high volume of tasks and multiple projects with little or no guidance and a high degree of accuracy. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to conduct research and present data in a succinct and well-written manner.
  • Ability to research, plan, and execute complicated domestic and international travel arrangements.
  • Ability to work with a broad range of people including major donors, Board members, Academy staff, colleagues of the CSO and staff, and others.
  • Experience using social media web platforms (e.g. LinkedIn, Instagram, Twitter, YouTube).
  • Ability to design and edit graphic presentations and materials using on-line marketing tools (e.g. Canva, Photoshop), a plus.
  • Experience with fundraising relationship management systems (e.g. Raisers Edge) and other data management tools (e.g. Google Analytics, Microsoft PowerBI), a plus.
  • High degree of judgment, flexibility, teamwork skills, and discretion required.

WORK SCHEDULE:

The Academy operates during standard business hours Monday through Friday from 9am-5pm. Standard work week is 35 hours, unless otherwise noted.

In addition, the Executive Assistant may occasionally be asked to work outside of standard business hours (evening or weekends) depending on business needs.

This is a largely sedentary role.

COMPENSATION & BENEFITS:

Salary: $60,000 annually. This is Full-time, exempt position.

In addition to salary, the Academy offers a comprehensive benefits package which includes affordable health insurance, retirement plan with matching employer contribution, personal & career development stipend as well as liberal paid time off policies.

HOW TO APPLY:

Applications must include a resume, cover letter and salary requirements.

The New York Academy of Sciences is an Equal Opportunity Employer, adhering to the laws which prohibit discrimination in the terms, conditions and privileges of employment. Academy policy expressly prohibits discrimination in employment because of any legally impermissible classification, including but not limited to actual or perceived race, creed, color, national origin, sex, age, religion, and any other characteristic protected by federal, state or local law