Executive Assistant

Minimum starting pay for this role is $95,000 annually. Additional consideration will be given, depending on relevant qualifications and experience. The Executive Assistant provides senior-level administrative support to the CEO with a dotted-line relationship with other executive team members, ensuring priorities are organized, deadlines are met, and confidential information is handled with discretion.

• This role supports leadership through calendar coordination, meeting preparation, communication management, project tracking and travel arrangements. This role is based on-site/in-office.

Essential Functions

• Manage the CEO’s (and other executives’) calendar, including scheduling appointments, meetings, and travel arrangements.
• Answer and screen phone calls, taking messages and handling inquiries with professionalism and discretion.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Assist with document management, including organizing files, scanning documents, and keeping records.
• Coordinate and arrange meetings, conferences, agendas, catering and events.
• Maintain confidentiality of sensitive information.
• Organize and/or design content for letters, reports, graphs, emails, Excel documents or PowerPoints.
• Transcribe meeting notes and create accurate minutes.
• Act as a liaison for CEO’s/Exec’s guests (communication, travel arrangements, accommodations)
• Manage project meetings, goals, workflow, and timelines to stay on track.
• Conduct research on varying topics and compile data or information as requested by the CEO.

Provide support for our corporate office:

• Ensure that all conference, meeting, kitchen, and team rooms are kept clean, have operating technology (phone, data ports, etc.), adequate seating, and are always fully functional.
• Manage facility vendors and advise management of any maintenance and repairs that need to be made on a timely basis.
• Ensure office/kitchen supplies are adequately stocked.
• Prepare expense reports and credit card reconciliations in accordance with company due dates.
• Partner with the Board Liaison to support board-related communications and assist with the planning, coordination, and execution of in-person and virtual board meetings, dinners, and related events.
• Perform special projects and other duties as assigned.

Knowledge & Skills

• Highly organized and detail-oriented with strong administrative skills. Professional manner and ability to maintain confidentiality.
• Highly skilled in MS Word, TEAMS, Doodle, ZOOM, Windows, PowerPoint, Excel and Adobe. Strong written and oral communication skills.
• Must have the ability to compose clear and concise correspondence regarding relevant subject matter.
• Excellent internal and external customer service.
• Ability to focus on projects in a shared workspace with frequent interruptions.
• Knowledgeable in the use and operation of a telephone, copier, fax machine, computer and A/V equipment.
• Proficiency in using DocuSign or similar electronic signature software.
• Ability to transcribe accurately and efficiently.
• Demonstrated ability to prioritize leaders’ calendars and make judgment calls and decisions based on rapidly shifting priorities
• Team player who is proactive and willing to help wherever needed to better the company.
• Must have an extremely high work ethic.
• Ability to maintain a consistently positive and genuine demeanor, understanding that each interaction contributes to the team dynamic and company culture.
• Exercises a high degree of accountability and ownership, ensuring requests, action items, and scheduling needs are handled promptly, efficiently, and without the need for additional follow-up.
• Demonstrates professionalism, discretion, and executive presence in appearance and interactions, effectively representing the Office of the CEO to board members, executives, employees, and external stakeholders.
• Demonstrates initiative and a proactive approach to supporting the organization, actively seeking opportunities to add value, assist departments, and contribute to special projects when capacity allows, while appropriately prioritizing executive support responsibilities and time-sensitive deliverables.

Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
• 3+ years prior experience in an executive administration support role; preferably for multiple executives
• Expert proficiency in Microsoft Office, virtual meeting platforms; technical aptitude and willingness to explore and adapt to emerging office technologies.
• Exceptional written and verbal communication skills.
• Strong prioritization and time management skills along with strong multi-tasking abilities in a fast-paced and occasionally distracting environment.
• Proven ability to manage sensitive information with confidentiality and diplomacy.
• Professional, service-oriented approach with internal and external stakeholders, including board members, donors, vendors, key institutional partners and governmental representatives.

Physical Demands

• The physical demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Ability to sit, stand and work at a computer for extended periods.
• Ability to communicate in spoken and written English with clarity and professionalism.
• Ability to attend onsite meetings and move between office locations.
• Ability to use standard office equipment including laptop, phone, copier, printer, teleconference equipment, including screen sharing.
• Ability to support regular, reliable and predictable in-office attendance.
• Ability to balance, bend, squat, climb, kneel, twist.
• Ability to lift and carry up to 0-20lbs.
• Mental Demands
• The mental and emotional demands described here are representative of those that must be met by the individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Excellent conflict resolution skills to address issues and maintain positive relationships.
• Resilience and ability to maintain composure and handle difficult situations with professionalism in a fast-paced environment.
• Strong problem-solving skills to analyze issues and find effective solutions.
• Ability to prioritize tasks and work efficiently under pressure.
• Flexibility and adaptability to handle changes in schedules or responsibilities.
• Critical thinking and decision-making abilities to handle complex situations.
• Empathy and emotional intelligence to understand and respond to the needs of colleagues or customers.

Work Environment

• The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Normal office working conditions.
• Noise level in the work environment is quiet to moderate.
• Occasionally early morning, evening or weekend hours may be required to support executive schedules or Aquarium events.
• Interested & Qualified?
• If you meet the requirements of this position, please click on the link below. You will be directed to our web application process, the successful completion of which is required for all applicants. There are THREE simple steps to this process, which is administered by Hire Select:
• You will complete a brief web application;
• You will attach or build your resume;
• You will complete the online assessment(s).
• Aquarium of the Pacific is an equal opportunity employer. We welcome and celebrate diversity and are committed to creating an inclusive environment for all staff.