Operations and Finance Assistant

The Operations & Finance Assistant provides high-level support for the SVP, Chief Operating and Financial Officer (COFO) Office, ensuring the delivery of superior executive level support and office administration. The Operations & Finance Assistant is responsible for providing operational and management support and counsel and engages as a liaison and relationship manager with all constituencies served by the COFO’s Office. The Operations & Finance Assistant works in support of the Board and its Committees and is a liaison to constituency offices and teams.

KEY ACCOUNTABILITIES:

• COFO Administrative Support: Completes a broad variety of executive level administrative support for the COFO including managing a complex calendar; composing and preparing correspondence that is sometimes confidential as well as compiling documents for all meetings and as requested. Plans, coordinates, and ensures the COFO's schedule is followed. Tailors organizational methods to the work style of the COFO, recommending best practices for efficiency and executive function. Assists the COFO in facilitating effective decision-making. Works closely and effectively with the COFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately and performing research as needed. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the COFO focused on key priorities. Provides counsel to the COFO on matters of internal communication and project completion. Communicates via email, phone, and in person on behalf of the COFO.
• Board Committee Relationship Management and Support: Accountable for managing Board Committee relations, by, coordinating meetings with full logistical responsibility, materials preparation, and communication management. Manages yearly scheduling and planning for Committee meetings respective to the Board meeting production cycle. Provides direct support for the Compensation Committee. Consistently conveys a responsive, service orientated posture to internal and external constituencies. May train and mentor new administrative staff in committee support functions.  
• Project Management: Accountable for ensuring committee-related activities (meetings, special meetings, additional reporting, etc.) and services are delivered efficiently and effectively, managing the committees, providing direction for tasks, determining priorities, evaluating performance, and making decisions when appropriate.  
• Finance & Operations Office Ambassador: Engages and manages relationships and service expectations for constituents to achieve desired results. Attends meetings to provide administrative support and manages follow up action items as appropriate. Directs all administrative support for the COFO Office such as: strategic calendar and schedule management, communication, meeting planning and general internal/external service needs. Anticipates and responds to the needs of the Finance, Human Resources and Operations Offices relative to upcoming meetings and events; coordinate and manage appropriate resources to address these needs. Track and manage priorities to ensure time and attention is focused effectively.  
• Meeting Planner: Accountable for arranging and coordinating meetings for internal and external constituents by working cross-functionally to determine appropriate content, agendas, message, and presentation.  
• Document Management: Accountable for the management and maintenance of the COFO office records for compliance and ease of access. 
• Communication: Provides effective information management, including email, phone, and written communication. Draft correspondence both written and verbal for the COFO Office. Prepare reports, presentations, research, and executive documents that reflect our commitment to quality, accuracy, and clarity in communication. Provide counsel to the COFO’s direct reports regarding her tone and voice.  

KEY COMPETENCIES:

• Strong ability to assess needs and manage projects 
• Consistent focus on anticipatory and initiative-taking support 
• Excellent communication abilities, including outstanding written, articulation and listening skills  
• Highly adept at strategic schedule and calendar management 
• Experienced and creative analytical person 
• Strong relationship management experience and skill 
• Exceptional organizational skills with close attention to detail and monitors own work to ensure quality 
• Strong ability to prioritize conflicting needs and work independently. Sound judgement regarding priorities; ability to apply and provide context, with an understanding of the big picture. Can manage matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures. 
• Ability to multi-task effectively and prioritize work to consistently meet daily, weekly, and monthly deadlines 
• Comfort with technology, spreadsheets, and a variety of software systems 
• Understanding of budgeting; experience coordinating and tracking budgets and utilizing spreadsheets and budgeting software. Strong attention to detail and accuracy. 

Experience Required

• Bachelor’s degree in business, communications, or a related field  Minimum of 8 years relevant experience, providing complex executive office administration Strong technical skills including advanced knowledge of Microsoft Office suite Experience working with CRMs,
• specific knowledge of Salesforce a plus  Demonstrated experience in delivering meticulous executive level support, engaging as a service provider to high level constituents 
• Able to work effectively within an awareness of political sensitivity and confidentiality; maintains confidentiality of sensitive organization information with discretion and integrity
• Strong ability to prioritize and make independent decisions regarding the priorities of the COFO Office;
• ability to understand context and a big picture thinker  The National Aquarium is committed to diversity and invites individuals who bring a diversity of culture, experience and ideas to apply.

Further Comments

The National Aquarium in Baltimore, Maryland, is a nonprofit organization that’s changing the way humanity cares for our ocean planet. The Aquarium’s award-winning habitats are home to thousands of animals representing hundreds of species of fish, birds, amphibians, reptiles and mammals. We are proud to be accredited by the Association of Zoos and Aquariums, and strive to meet or exceed AZA standards in all aspects of animal care and welfare. A dedicated team of full- and part-time employees and volunteers drives the Aquarium’s mission to inspire conservation of the world’s aquatic treasures. More than a million guests visit the Aquarium each year, and millions more participate in its conservation, education and engagement initiatives. Our Culture The National Aquarium opened in 1981 as a visitor attraction and has evolved into a conservation organization that operates a world-class aquarium. Our core values—integrity, innovation, service, excellence, and engagement—form the basis for our beliefs about our organization, our colleagues and ourselves, and serve as the framework to guide our behavior and actions to achieve our mission. Through unparalleled exhibits, science-based education programs and hands-on field initiatives, the Aquarium is at the forefront of efforts to connect people with the natural world and raise awareness of the challenges facing our ocean. Our Mission and Goals By connecting people with nature, the Aquarium drives conservation action for the benefit of people, animals and the planet. The Aquarium’s mission—to inspire conservation of the world’s aquatic treasures—begins within the walls of its buildings, but it does not end there. The Aquarium protects, enhances and restores natural resources through education and engagement, habitat restoration, animal rescue and sustainable business practices, with its conservation work guided by three overarching goals—to combat climate change, save wildlife and habitats, and stop plastic pollution.

Perks

Medical, Dental, Vision, Parking, Tuition Reimbursement, Career Development, 401(K) match and more!