At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission. We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.
Job Summary:
Under limited supervision and reporting to the Senior Manager, Executive and Board Administration, provide executive level administrative support to the Executive Office team to ensure efficient office operations. Serve as a project assistant for senior leadership and manage Deputy Director’s calendar and accompanying logistics arrangements. Provide general administrative support, working in close coordination with the Executive administration team as directed. Work with sensitive information with utmost discretion to maintain confidentiality and security. Present a positive and professional image for the Executive Office. Perform other duties as required.x*
*Please note: A cover letter, resume and 2-3 writing samples are required for this position.
Core Activities:
Assist the Deputy Director/Project Administration
- Project Support: Plan and draft agendas, update and track EC/VP project calendar in collaboration with Deputy Director.
- Draft EC/VP and ad hoc meeting notes, including key follow up and/or action items.
- Provide outreach on key follow up and/or action items to track status and ensure work group goals are completed (e.g., send reminders, confirm completion, etc.).
- Maintain project documentation (e.g., document storage, distribution, etc.).
- Manage Deputy Director’s calendar and travel arrangements and process expense reports.
- Coordinate logistics for EC and EC/VP meetings as well as Deputy Director’s meetings with external VIPS (e.g., sending meeting invitations, reserving conference space and coordinating catering and retreat logistics).
General Executive Office Support
- Draft and respond to emails and other digital queries and correspondence.
- Draft, edit and/or proof various memos, meeting minutes and other documents as requested.
- Assist with the Executive Director’s calendar as directed.
- Coordinate VIP tours in collaboration with the Guest Experience team (guest interests, schedule, parking, other logistics, etc.).
- Provide general administrative support (e.g., refresh annual reporting forms; assembling PDF agenda packages).
- Respond to calls, collect and distribute mail, update contact lists, maintain Executive Office files.
Preferred Knowledge, Skills & Abilities (KSAs):
- Exceptional interpersonal, service and communication skills
- Detail oriented with strong organizational, written and logistical skills
- Minimum of 3 years’ experience in providing C-suite executive level support
- Utmost integrity and discretion to handle confidential and sensitive financial and personnel information
- Strong computer skills; proficiency with MS Office (MS Outlook, Word, Excel and PowerPoint), Adobe Acrobat, DocuSign, Zoom meetings and Google Drive
- Ability to quickly learn the entire suite of Aquarium workforce management, accounting, and other software programs
- Ability to adapt to changing priorities to ensure deadlines are met
- Proficiency or willingness to engage in DEIA activity
- Ability to work within and maintain Monterey Bay Aquarium’s Core Values
Physical Requirements to Perform Essential Job Functions:
- Typical office equipment
- Constant sitting, standing, walking, bending
- Occasional unassisted lifting up to 50 lbs
- Typical office environment, main aquarium and exhibits, occasional offsite events
Annual Compensation Range:
$65,000-$72,400 USD annually. Starting rate will vary based on previous experience and relevant skills/knowledge set.