Executive Assistant to the CEO and to the Chairman of the Board

World Science Festival
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Posted
    Mar 25

Position description

The World Science Festival (WSF) is a multimedia powerhouse where science, art, and education intersect. Founded in 2008, WSF has become the ultimate platform for showcasing the most transformative scientific discoveries in a captivating way. Through a unique blend of theater, film, music, immersive experiences, and thought-provoking debates, WSF positions science at the forefront of global culture. Based in New York City, WSF's commitment to editorial excellence and global reach provides audiences worldwide with thrilling and impactful insights into the near and far future.

About the Opportunity:

We are seeking an Executive Assistant to provide comprehensive support to the organization’s two Co-Founders: the CEO and the Chairman of the Board. You will play a crucial role in managing their day-to-day activities, ensuring efficiency, and fostering effective communication across all levels of the organization. The successful candidate is energetic and resourceful,thrives in a fast-paced environment and enjoys taking initiative and problem-solving. You are ambitious, perceptive, articulate and a mature multi-tasker with outstanding writing, research and organizational skills. No coaching necessary on the basics. You’ve already mastered them. You’re hungry for exposure and experience in all aspects of the organization and will have the opportunity to work on a variety of exciting projects and initiatives. You will serve as a primary point of contact for internal and external constituencies including senior management, board members, donors, renowned scientists and various representatives from the media, academic and creative communities.

Responsibilities:

  • Manage calendars: schedule meetings, appointments, and organize conference calls; manage all aspects of out-of-office travel with precision and attention to detail.
  • Manage CEO’s and Chairman’s contacts database.
  • Act as a primary point of contact for internal and external stakeholders, managing emails, calls, and correspondence with professionalism and discretion.
  • Organize and prioritize incoming requests and information, ensuring the CEO and Co-founder are well-informed and prepared for upcoming commitments.
  • Prepare agendas, take meeting minutes, and follow up on action items to drive accountability and progress on key initiatives.
  • Be a prudent/professional, yet affable/approachable gatekeeper.
  • Have an ear to the ground to surface successes and challenges faced by staff.
  • Handle administrative tasks such as expense reports, document preparation, and bookings of meeting spaces, to enhance operational efficiency.
  • Uphold strict confidentiality regarding sensitive information and executive decisions, demonstrating integrity and discretion in all interactions.
  • Schedule Board of Director meetings and oversee onsite details including venue and catering, and preparation and distribution of Board materials.
  • Assist in the execution of special projects and initiatives, collaborating with cross-functional teams to meet deadlines and deliver exceptional results. Plan events including lunches, dinners, and social gatherings, and assist in development and fundraising projects with high-level donors.
  • Approach new tasks and responsibilities with care and enthusiasm.

Qualifications

  • Bachelor’s degree.
  • 5+ years administrative experience working in a fast-paced office environment. (Journalism, media, non-profit, education industries preferred but not required.)
  • Excellent writing, proofreading, project-management and research skills.
  • Acute time-management, keen attention to detail, superior organizational skills, ability to multitask and take initiative.
  • Ability to self-start and excel in a high-pressure environment, and to solve unexpected problems with clear thinking and creativity.
  • Assist in the execution of special projects and initiatives, collaborating with cross-functional teams to meet deadlines and deliver exceptional results.
  • Capacity to embrace change at a moment’s notice, shifting priorities instantly. A “no task is too big or too small” attitude
  • Flexibility and willingness to work occasional evenings or weekends as needed.
  • Proficiency in a variety of traditional software and online platforms; capacity to rapidly adapt to changing technological tools and opportunities.
  • Professional maturity, strong interpersonal and group skills, and a sense of humor.
  • Experience in media, theater, and/or live event production is a plus.

Additional Information:

The hiring salary range for this position is $65,000 to $75,000 annually. World Science Festival offers a comprehensive benefits package.

Other perks and benefits include the opportunity for growth and professional development in a collaborative, inclusive work environment with access to high-profile events and high-level networking opportunities.

The EA will work out of the New York City-based WSF headquarters. In-office work 4-5 days a week is expected. The potential for one remote workday per week will be determined on a week by-week basis, depending on schedule and demands.

The World Science Foundation is a 501(c)(3) non-profit organization, doing business as the World Science Festival and is headquartered in New York City.

Application instructions

Please email resume with a cover letter with “Executive Assistant” in the subject line. Please save the files as LastName.FirstName.Resume and LastName.FirstName.CoverLetter. Applications without a cover letter will not be considered. 

No phone calls please.

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