Executive Assistant

Location

Philadelphia, PA | United States

Job description

The Franklin Institute, the most visited museum in the Commonwealth of Pennsylvania, strives to be the world leader in promoting science and technology education and literacy through inspiring and engaging experiences that cultivate curiosity, critical thinking, and an understanding of the crucial role science plays in our lives.

At The Franklin Institute, we provide an environment that is as nurturing as it is dynamic. Our team-oriented approach allows for ample learning and career growth opportunities. We think you will find the Institute offers the ideal atmosphere in which to best use your skills and talents. We are eager for your input, ideas, and inspiration.

Position Description:

The Executive Assistant handles the day‐to‐day office administrative needs of the Vice President of External Affairs. Responsibilities include a mix of administrative and clerical as well as technical, analytical, written communication, and project management.

• Develops and executes integrated mail, online, and telephone campaigns that acquire new Members and donors.
• Manages and maintains VP’s calendar so that workdays are efficiently organized, including foreseeing, and resolving scheduling conflicts.
• Works collaboratively across departments and externally to schedule recurring and ad hoc meetings; at times, takes ownership of External Affairs weekly meetings.  
• Assists with the scheduling of Board committee meetings and works with the EA team to prepare meeting documentation.
• Assists with scheduling and prep for a variety of internal and external meetings, including logistics, materials/presentations, technology, and catering.  
• Manages expenses for Vice President of External Affairs and creates expense reports accurately and on time. Processes department purchase orders and check requests for various expenditures.
• Manages mail, document/material review for Vice President of External Affairs, as requested.  
• Provides concierge services for donors and prospects, and participates in donor cultivation and stewardship efforts, including follow‐up phone calls for RSVPs and day of event support.  
• Assists with portfolio management by entering contact reports, solicitation next steps and biographical updates in Raiser’s Edge.  
• Assists with the process and production of donor acknowledgements.
• Serves as back‐up administrative support for other executives as needed.
• Ability to occasionally work nights and weekends.   

Position Requirements

• Bachelor’s degree or equivalent experience.  
• A minimum of 3 year’s experience working as an Executive or Administrative Assistant or supporting senior‐level executives in a professional office environment. 
• Familiarity with fundraising is preferred.  

Status: Full‐time, 37.5 hours per week. Must be able to work a flexible schedule, including weekends, holidays, and occasional evenings.

Benefits Information

The Franklin Institute offers a comprehensive benefits package including health, dental, and vision, 401K, life insurance, and disability coverage. We also offer generous Paid Time Off, paid holidays, and numerous wellness program benefits.

To apply, please visit our Career Center. We look forward to hearing from you!

Research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications.  We recognize that it is highly unlikely that someone meets 100% of the qualifications for a role.  If much of this job description describes you, then please apply for this role.

The Franklin Institute is an equal opportunity employer. We do not discriminate on the basis of race, color, gender, gender identity, sexual orientation, age, religion, national or ethnic origin, disability or protected veteran status.

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