Senior Executive Assistant

About the Opportunity:
The Executive Assistant provides administrative support and project coordination of a highly skilled, responsible, and complex nature to the Managing Director, Chief Financial Officer (MD/CFO) and the Chief People and Culture Officer (CPCO). This position provides primary support to the MD/CFO, Finance Director, and Controller as well as the CPCO by facilitating division-spanning projects and enabling successful progress towards implementing the Academy’s strategic initiatives. Additionally, ensures the MD/CFO and CPCO are prepared for all engagements and appropriate follow-up activities are coordinated and streamlined among the divisions. Collaborates closely with other Executive Assistants and provides administrative support to the Executive Office as needed. Further, provides the foundational support needed to increase collaboration and communication between the leadership team and other Academy staff as well as external partners. The Executive Assistant interacts with staff at all levels within the Academy as well as trustees, donors, and external clients.

Organizational Culture:
Join a team dedicated to the Academy’s mission, vision and values! Currently, the Academy's strategic plan includes three initiatives – Hope for Reefs, Thriving California, and Islands 2030 – that leverage biodiversity science, environmental learning, and collaborative engagement to regenerate fragile ecosystems around the world. Learn more at https://www.calacademy.org/about-us/major-initiatives.

We are committed to ensuring diversity, equity, accessibility, and inclusion are intrinsic to Academy culture and operations, from recruitment and retention to science and advocacy.

We hope you are inspired by what we do and are excited to contribute to our mission. The mission of the California Academy of Sciences is to regenerate the natural world through science, learning, and collaboration. The Academy is looking for candidates who do great work, and we know they may come from a number of different backgrounds and experiences. We encourage you to apply even if you do not believe you meet every one of the qualifications for the position.

This position is based in San Francisco, California. Staff are currently expected to work from the Academy offices at least 2-3 times per week, which may fluctuate based on business needs. Please do not apply if you are not able to work onsite. Candidates are required to have up-to-date COVID-19 vaccination as a condition of employment, absent qualifying exemptions in accordance with applicable laws. Individuals receiving a conditional offer of employment from the California Academy of Sciences will be provided the full text of the vaccination policy. The California Academy of Sciences is committed to providing a safe and healthy workplace, to protect its employees, volunteers and guests.

Key Responsibilities:
Position Duties and Responsibilities:

• Maintain all aspects of the appointment calendar for the Managing Director, Chief Financial Officer and one additional Executive and provide backup calendar support, as needed, for the divisions
• Act as primary support for four (4) Board Committees and plan, schedule, and organize small/large meetings and events including communicating meeting details to attendees, arranging meeting venue and equipment/catering needs, composing and/or working with others to prepare agenda, ensuring relevant materials are ready for meetings and/or review and providing day-of-event support. Prepare minutes within prescribed timelines, summarize notes, key takeaways, and action items. Ensure meeting debrief and follow-up occurs
• Create and revise complex PowerPoint presentations; incorporate content from multiple contributors; draft, review, and edit content to deliver a cohesive final, and accurate document
• Organize all aspects of departmental and other meetings (weekly meetings; quarterly partial and full day meetings; including agenda development, preparing presentation decks, securing facilitators, tracking attendance. Take minutes of meetings and prepare final reports of proceedings as necessary. Follow through on action items.
• Prepare and write correspondence, memos, invitations, and other documents as required
• Lead point of contact for divisions inquiries by telephone, email, and from other Academy divisions and departments, and delegate requests through the division. Ensure that requests have been addressed and necessary follow-up completed
• Oversee timekeeping system for Managing Director and additional Execut