Executive Assistant - CuriOdyssey

CuriOdyssey seeks an Executive Assistant to provide essential support for the Executive Director (ED), to work collaboratively with the Development office on logistical tasks associated with The Campaign for CuriOdyssey, and will include special projects under the direction of the Deputy Director. This position is crucial to the efficient functioning of the office of the ED and organizational communication. This position is a full-time at 40 hours per week with full benefits. Attendance at evening board meetings held 9 times per year from 5 – 7 pm is required. Evenings and weekends as needed are also required. This position reports to the Deputy Director.

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About CuriOdyssey

Located in Coyote Point Park in San Mateo County, CuriOdyssey has undergone a major reinvention in recent years that has transformed the organization into a vital, kid-centric interactive science center and accredited California native animal zoo that provides up-close and personal experiences with the natural world. The organization boasts a strategic and engaged board of trustees, visionary leadership, and a talented, energetic and entrepreneurial staff.

For more information about CuriOdyssey, please visit http://www.curiodyssey.org/.

Executive Director Support:

  • The Executive Assistant has primary responsibility for all administrative task associated with the Board of Directors including scheduling meetings, distributing information in advance, meeting hospitality, following up on tasks associated with board members, taking minutes at board meetings and at committee meetings, maintaining the board information portal, (BoardEffect), initiating board communications, stewardship activities, and maintaining the board library of documents

  • Create and maintain a project management system that tracks and helps prioritize all tasks and activities of the ED

  • Review email and correspondence and ensure appropriate follow up

  • Schedule and confirm appointments and maintain calendar in Outlook; provide necessary materials and directions in advance of meetings

  • First point of contact between ED and appointees in an emergency

  • Answer phone, retrieve messages, communicate with ED on the priority of the calls and return calls and take actions as needed

  • Receive guests and provide hospitality

  • Manage conference registration and travel reservations

  • Take minutes at management meetings and initiate follow up as necessary

  • Create presentations for ED and provide and prepare meeting materials

  • Create and maintain electronic and hard copy filing systems of all materials relevant to the ED

  • Manage and store all contact information in an easily accessible manner

  • Maintain all committee meeting documents, agendas and minutes

  • Prepare, track and handle correspondence

  • Using Altru database, record ED interactions with donors and prospects; pull lists to determine next steps

Campaign Support:

  • Working as an integral member of the development team, maintain accurate records in Altru as they relate to the activities of the ED

  • Support ED by producing donor and volunteer lists and ensuring accurate and timely update of records

  • Attend in-house campaign meetings, take notes and assist with preparation of meeting documents and materials

  • Assist with the logistics of periodic campaign related events

  • Working with appropriate development staff, develop themes, invitations, program and schedule for Campaign events

  • Maintain accurate records about the events and insure that attendance and financial data are recorded in the database and that pertinent follow up notes are attached

  • Handle phone and email communication from prospects and donors related to Campaign events

Special Projects:

  • As opportunities arise for inclusion in or managing of special projects that strengthen and support the organization in a variety of areas.

  • Organize staff retreats, celebrations and other meetings.

Qualifications:

  • Demonstrated proficiency with Microsoft Office suite of products including Word, Excel and PowerPoint as well as other leading technology tools

  • Demonstrated proficiency with a project management system

  • Use of sound judgement in the prioritizing of tasks and taking appropriate actions

  • Excellent communication skills, including writing, proof reading and speaking skills

  • Sensitivity to working with confidential information and with board members

  • Ability to manage multiple projects and work assignments

  • Excellent interpersonal skills both in person and by phone, with high degree of professionalism

  • Ability to accomplish projects with little supervision

  • Strong customer service ethic and high expectations for quality

  • Bachelor’s degree preferred; significant work experience can substitute for the degree

  • At least 3 years experience with office administrative management or transferable experience

  • Knowledge of Altru or Raiser’s Edge a plus

  • Candidates familiar with CuriOdyssey and its programs are encouraged

Apply for the Executive Assistant:

  • Please email your resume & references, with a cover letter letting us know what makes you a great candidate for this job to opportunities (at) curiodyssey.org

  • Resume, references, and cover letter are required to be considered for this job

  • We do not take phone calls. Any questions, please email opportunities (at) curiodyssey.org

CuriOdyssey is an equal opportunity employer and considers applicants for all positions without regard to age, race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding and/or related medical conditions), gender, gender identity, gender expression, sexual orientation, military or veteran status, or any other status protected by federal, state, or local laws.