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California Academy of Sciences
San Francisco, CA, United States
22 days ago
California Academy of Sciences
San Francisco, CA, United States
22 days ago
California Academy of Sciences
San Francisco, CA, United States
22 days ago
California Academy of Sciences
San Francisco, CA, United States
22 days ago
California Academy of Sciences
San Francisco, CA, United States
22 days ago
Forest Hills of DC
Washington, DC, United States
30+ days ago
California Academy of Sciences
San Francisco, California, United States
22 days ago

Description

Come join a team dedicated to the Academy’s mission, vision and values! Currently, the Academy has a new strategic plan including three initiatives – Hope for Reefs, Thriving California, and Resilient Islands – 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 hope you are inspired by what we do and are excited to contribute to our mission. 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.

The position is a hybrid of on-site and remote work with at least 2 days per week on-site, remote work three days, and can change as business needs warrant. The candidate must easily be able to work onsite when needed and are required to provide proof of COVID-19 vaccination or undergo testing before working onsite. 

POSITION SUMMARY:
We have an immediate opening for an Executive Assistant to support the Chief Human Resources Officer and the HR team. This position reports to the Chief Human Resources Officer (CHRO) and will provide administrative support to the CHRO and HR projects. The Executive Assistant interacts with staff at all levels within the Academy, trustees, donors, and external clients. This position also provides administrative support to other Academy Senior Leadership as needed.  

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. Explore Our Commitment to Racial Equity to learn about our intentional engagement of traditionally excluded groups in an effort to spark interest in or foster pathways to scientific careers.

POSITION DUTIES AND RESPONSIBILITIES: 

CHRO Support  30%

  • Provide high level administrative support for CHRO including managing complex calendars
  • Plan, organize, and prepare for complex meetings 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, providing day-of-event support, etc.
  • Provide support to the CHRO as it pertains to the Academy’s DEIA work with external consultants and staff including scheduling trainings, updating the website, and sending out staff communications
  • Anticipate potential outcomes of actions or decisions, assess the urgency and importance of situations and consult with the CHRO to take appropriate action 
  • Academy Leadership Team (ALT) meetings - Leads the coordination of agendas with the direction of CHRO, schedule, and execute monthly meeting 
  • All Staff Meetings - Keep aware of organizational priorities in order to proactively coordinate agenda with CHRO and handle all coordination, scheduling, and delivery of meetings. Record and distribute recording following the meetings.
  • Create and revise complex PowerPoint/Google slide presentations; incorporate content from multiple contributors to deliver a cohesive final and accurate document
  • Implement, interpret, and apply current administrative policies and procedures
  • Work with others across the Academy to support department and division goals in support of the mission
  • Oversee timely invoice processing and HR staff action forms for the division. Monitor and ensure signatures are obtained in a timely manner for invoices and HR staff action forms
  • Support executive level searches by coordinating  travel arrangements, preparing trip itineraries, and submitting expenses for reimbursement for director-level candidates, as applicable
  • Acts as a delegate for the CHRO in approving direct reports  timecards and time-off requests
  • Provide support as needed to other EA’s and coordinate with the Lead Executive Assistant on relevant projects
  • Follow all Academy safety regulations
  • Other projects and duties as assigned

HR Division Support 30%

  • Coordinate and support Academy 101 sessions (virtual or in person). Coordination could include: scheduling presenters/attendees, and scheduling debrief meetings with the planning committee.
  • Coordinate, schedule, and execute Lunch and Learn meetings/trainings
  • Assist in planning and development of employee morale events and activities, including annual Wellness Fairs
  • Support Director-level recruitment including interview scheduling and meeting room set-up (virtual or in-person)
  • Back up support to update the HR Division intranet site 
  • Serve as the Health and Safety monitor for the ED and HR departments and ensure safety compliance training and document filing
  • Ensure copy room and kitchen are stocked and maintained

Senior Team Projects Support 10%

  • Provide administrative support and back-up to the Academy’s EA team and help with Academy projects through coordination with the Executive Director’s office

Future Senior Leader Support 30%

  • Provide Executive Assistant support to future Senior level position

QUALIFICATIONS

EXPERIENCE and/or EDUCATION:
A qualified candidate will possess a combination of the following experience and/or equivalent education:

  • Minimum of five years of experience as an Executive Assistant supporting senior-level executives or team in an office environment
  • Experience working with senior-level executives, donors, and interacting with the public helpful
  • Two or more years experience with coordinating projects 
  • Associates degree (AA) or equivalent from a two-year college; Bachelor's Degree (BA) preferred 
  • Background or interest in Human Resources or Diversity, Equity, Inclusion, and Access work beneficial but not required

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Able to show work experience demonstrating the ability to make sound independent decisions maintaining confidentiality and discretion
  • Ability to work diplomatically with contributors to negotiate timely delivery of projects and appropriately escalate issues to ensure deadlines are met
  • Highly organized and experienced in managing multiple work assignments
  • Ability to work both independently, with guidance and direction from manager, or as part of a team as the situation requires 
  • Advanced skills in the use of Microsoft Office Suite (MS Word, PowerPoint, and Excel), Google Suite, Adobe Acrobat Professional and other applications
  • Outstanding customer service skills 

WORK ENVIRONMENT: 
Reasonable accommodations will be made to enable individuals with disabilities to meet the job’s essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, use a computer, and communicate on the phone, in person, and online meetings/calls.  Must be able to perform repetitive motions 90% of the time.

APPLICATION DEADLINE: January 17, 2022, 5pm. Applications will be accepted and reviewed on a rolling basis.

HOW TO APPLY: Please submit a resume and complete the brief online application.

The California Academy of Sciences will give full consideration for employment to all qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance (SF Police Code, Article 49).

The California Academy of Sciences is an Equal Opportunity Employer and is committed to ensure that all employees and applicants receive equal consideration and treatment, regardless of race, color, creed, gender (including gender identity or gender expression), religion, marital or domestic partner status, age, place of birth, national origin or ancestry, physical, mental or medical disability, height or weight, sex, sexual orientation, citizenship, military service status, veteran status, or any other characteristic protected by state or federal law or local ordinance.



Job Information

  • Job ID: 60657461
  • Location:
    San Francisco, California, United States
  • Position Title: Executive Assistant, CHRO and HR Projects
  • Company Name: California Academy of Sciences
  • Industry: Non-Profit / Charity
  • Job Function: Administrative Support
  • Job Type: Full-Time
  • Job Duration: Indefinite
  • Min Education: Associates Degree
  • Min Experience: 5-7 Years

Please refer to the company's website or job descriptions to learn more about them.

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