Executive Assistant

Provides overall administrative and clerical support for the Executive Office and Board of Trustees; ensures the office functions in an organized, efficient and professional manner; acts as liaison with Board, donors, colleagues and public. Provides all office and clerical support for the Executive Director and Executive Vice-President, including scheduling, calendar maintenance, documents, filing and office organization.
Prepares and maintains all legal corporate documents for Board of Trustees.
Responsible for meeting planning and materials preparation/distribution for all meetings of the Board.
Takes notes and prepares minutes for Board meetings, in role as Assistant Secretary to the Board.
Maintains frequent and effective communication with Board members, ensuring they have the information they need to carry out their duties.
Screens and processes all mail received; responds on behalf of the Executive Office or routes to others for response as is appropriate.
Prepares and monitors Executive Office budget.
Prepares time sheets, lobbying records, purchase orders and other accounting forms and reports.
Acts as MBA Board and VIP liaison - arranges visits and handles information requests.
Maintains frequent and effective communication with Senior Staff, ensuring they have the information they need to carry out their duties for Board and Committee Meeting participation and provides administrative support as necessary.
Serves on MBA staff committees as appropriate.
Provides copier training and troubleshooting for copiers and fax on 3rd floor.
Handles arrangements and logistics for visitors.

Required Knowledge/Experience:

Strong writing skills and legal document experience.
Exceptional customer service skills and a positive and professional attitude.
Utmost integrity and discretion in handling financial and personnel information.
Ability to understand and oversee a complex flow of corporate board documents.
Enthusiasm and team orientation essential.
Minimum BA or equivalent college experience.
Minimum of 5 years office experience and dealing with the public essential.
Must be proficient with MS WORD, EXCEL, PowerPoint, Schedule Plus and FileMakerPro.
Must have the ability to work independently and manage a heavy workload.
Error-free written communications and attention to detail are essential.

To apply, please submit a cover letter and resume to:
Mauricio Madueño, Human Resources Recruiter
attn: Human Resources Department
Monterey Bay Aquarium, 886 Cannery Row, Monterey, CA 93940
P. (831) 648-4800
F. (831) 644-7550
jobs@mbayaq.org (no attachments) EOE/Committed to Diversity

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Date Posted: 11/06/2006