Executive Assistant at the Field Museum

Job Title: Executive Assistant

Job Status: Full-time

Location: Chicago, IL

About the job

The Field Museum is a not-for-profit organization located on the Museum Campus of Chicago. Since the 1893 World’s Columbian Exposition, we have conducted research across all seven continents and accumulated a collection of over 40 million specimens and artifacts. The Field Museum is searching for an Executive Assistant to join our team! The Executive Assistant will provide administrative support to the Executive Vice President & Chief Operating Officer (EVP & COO), who has oversight of Visitor Services, Business Enterprises, Marketing, and their associated Board Committees. Reporting directly to the EVP & COO this position will also work with colleagues across the Museum and externally with donors and Trustees to facilitate meetings and events and gather and format information as needed.

  • Manage the EVP & COO’s calendar and scheduling —including prioritizing meeting and event requests
  • Coordinate the logistics of meetings, including internal and external space/location reservations, both in-person and virtual, agenda preparation, perform meeting set-up needs, technology needs, and food and beverage services for staff and committee as well as travel arrangements for the EVP & COO. Schedule guest access to the Museum
  • Ensure that the EVP & COO is prepared with agendas for meetings/events, bios, and briefing memos
  • Produce memos and correspondence for a diverse set of audiences, including staff, consultants, and Board of Trustee committee members
  • Organize Board of Trustee Committee meetings, including preparing agendas, reports, and other material in advance, taking and transcribing minutes, and following up on action items from such discussions
  • Establish, manage, and monitor departmental budget. Complete expense reports and required financial forms as needed
  • Assist other members of the teams on special projects, work orders, new hire tasks, and space planning
  • Responsible for data management, including maintaining files and file index (both paper and electronic), updating contact and distribution lists, and ensuring important historical documents are sent to the Museum archives
  • Project manage, as assigned, includes, but is not limited to, creation of administrative procedures, policies, information management, research, and reporting
  • General office administrative tasks include fielding phone calls, emails, ordering supplies, mail pick up, and equipment management
  • Maintain a clean, professional, well-organized office
  • Perform other duties as required or assigned
  • Bachelor’s degree or equivalent combination of education/experience is required
  • 5+ years’ working in a professional environment as an executive assistant, preferred
  • Demonstrate proficiency in both Mac and PC platforms, MS Office (Word, Excel, PowerPoint), and Gmail and Google Calendar
  • Demonstrated ability to efficiently convert source documents to single Adobe PDF packages and meeting material required
  • Skilled with electronic document management, handling, filing, and organizing
  • Excellent written and verbal communication skills – interacting with all levels of staff, management, leadership as well as external contacts such as consultants and trustee members
  • Ability to work on multiple projects simultaneously, manage priorities, and meet deadlines; a high sense of urgency
  • Solid work ethic, commitment to punctuality, and excellent attention to record keeping
  • Adeptness at working effectively in an environment that includes colleagues of varied cultural, economic, and professional backgrounds in a team environment
  • Strong decision-making ability and initiative to handle issues with little direction
  • A high level of emotional intelligence together with a friendly, courteous, professional, and helpful demeanor

Apply via LinkedIn

Important Note: In order to protect the health and safety of our employees, guests and their families, the Field Museum is requiring all employees to be fully vaccinated against COVID-19. Requests for exemptions from the vaccine will not be considered as given the nature of this position, we are unable to provide an accommodation for anyone who has not been vaccinated.

The Field Museum is an equal opportunity workplace and employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status, or any other protected class. We strive to create a working environment that is free of all forms of discrimination and one that promotes human dignity and mutual respect among all staff. We believe every member of our organization enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, to identify challenges, and to discover, design, and deliver solutions.

The Field Museum strives to ensure that our career website and recruiting process are accessible to all. If you are unable or limited in your ability to use or access our online application, or if you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accessibility@fieldmuseum.org.