The Carnegie Museums is a collection of four creative, inspiring, thought-provoking places of exploration: Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum. We educate young people and attract lifetime learners of all ages. We are the largest, most far-reaching cultural organization in the Pittsburgh region, known throughout the world for our vast art and scientific collections and our scientific research. And we’re a community leader in educational outreach.
We are currently looking for an Executive Assistant to join our dynamic team. Working directly for the President and CEO, you will be responsible for providing executive and administrative support as well as managing general office activities for the President’s Office. You will also collaborate effectively with other offices throughout the Carnegie Museums.
As the Executive Assistant, you will:
• Handle scheduling and calendars for the President and the Founder’s Room. Make travel arrangements for the President. On occasion assist with scheduling or travel planning for other members of President’s Office team.
• Assist with scheduling and planning social events and activities hosted by the President, whether in the museum or in other locations.
• Anticipate the information, materials, and preparation needed by the President for meetings and events and have them ready in a timely manner.
• Answer and screen incoming telephone calls from trustees, museum board members, other high-level internal and external contacts, and from the public. To respond effectively, keep up-to-date on changes and events at Carnegie Museums.
• Screen mail and paperwork for the President’s Office; resolve appropriate issues, and route others to the proper individual. Assist in producing letters, reports, inter-office and inter-departmental correspondence and financial reports, often of a confidential nature.
• Schedule and prepare agendas and meeting materials for the standing meetings of the Institute Leadership Team and other meetings as requested. Take and transcribe minutes or notes as requested.
• Establish and maintain files and records to effectively support the needs of the President’s Office and to ensure accurate and efficient recordkeeping.
• Supervise the maintenance of equipment, materials, machines, etc., used in the President’s Office. Ensure that the President’s Office is a safe, orderly, and clean work area.
• Assist with the management of the budget for the President’s Office.
• Initiate, coordinate, expedite and/or monitor special projects as assigned by the President.
• Represent the President’s Office on interoffice committees and work groups within Carnegie Museums communicating effectively and displaying professionalism, tact, courtesy, and cooperation.
• Develop and maintain strong relationships with all Institute Leadership Team offices and staff, trustees, museum board members, and other internal and external contacts.
• At all times display a courteous, friendly demeanor to staff and the public.
It’s also important to us that you:
• have a minimum five (5) years of executive office/administrative experience
• a bachelor’s degree preferred, but not required
• have demonstrated experience working in a non-profit, educational, or cultural organization
• possess excellent oral and written communication skills
• demonstrate a professional demeanor as well as highly developed customer relations skills and attitude
• have experience in tactfully and effectively handling high-level internal and external contacts and exposure to confidential information
• are amazingly organized and have solid capabilities to prioritize tasks and anticipate needs
• are highly proficient with MSOffice, especially Word, Outlook, and (preferably) Access, Excel, MS Project, and PowerPoint.
• have impeccable attention to detail; ability to work independently
• are highly motivated, willing to take initiative, and wonderfully enthusiastic.
PHYSICAL REQUIREMENTS: Work is primarily sedentary in nature, no special demands are required.
Carnegie Museums of Pittsburgh is interested in candidates who, through their experience and collaborations, will contribute to the diversity and excellence of the Carnegie Museums community.
The following PA Act 153 clearances, or proof of application of clearances, are required beginning employment and as a condition of continued employment:
• Pennsylvania Child Abuse History Clearance
• Pennsylvania State Police Criminal Record Check
• FBI Fingerprint Criminal Background Check
Obtaining the required clearances is completed as part of the new hire process. However, if you would like to apply for the documents on your own or for more information, please visit http://keepkidssafe.pa.gov/clearances/index.htm
All applications must be submitted through the Carnegie Museums of Pittsburgh website
To apply: First time users, click CREATE PROFILE. You must upload, type, or paste your resume and cover letter in the appropriate fields in order to be considered for this position with Carnegie Museums of Pittsburgh. When applying for multiple jobs, please keep in mind that our applicant system is only able to maintain a single resume and cover letter in your Applicant Profile. Therefore, we recommend that your application materials be submitted in a general format that will apply to all positions to which you are expressing an interest. Returning applicants should log in using the previously created account.
Carnegie Museums is an EEO-1 Affirmative Action Employer-M/F/Veteran/Disability.
From rock groups to Campbell’s soup, from T. rex to submarine decks—the four Carnegie Museums are home to hundreds of thousands of objects, including some of the world’s great art and the remains of the Earth’s largest prehistoric creatures. They’re home, too, to thousands of exhibition spaces that make us wonder—about our world, the Universe, the past, and the future. Most importantly, they’re th...e participants and the hosts of daily exploration—onsite, out in the community, and around the world. They are Carnegie Museum of Art, Carnegie Museum of Natural History, Carnegie Science Center, and The Andy Warhol Museum.