Position Summary: The Executive Assistant to the CEO directly supports MoPOP’s CEO Michele Y. Smith. The Executive Assistant (EA) will manage a bustling calendar, coordinate travel arrangements, and prepare the CEO for impactful engagements, all while prioritizing multiple tasks with grace under pressure. The EA will serve as a key liaison to the Board of Directors, ensuring seamless communication and maintaining confidentiality with a variety of stakeholders.
This position provides a wide range of administrative and management support duties for the CEO, requiring balanced judgment and decision-making skills, excellent organizational and administrative skills, knowledge of organizational structure and policies, and the ability to work with little or no supervision when necessary.
Work Schedule: Monday – Friday, at least 3 days onsite. This role requires support at night and at evening events as scheduled.
Essential Job Duties (additional duties as assigned):
Dynamic Executive Support
- Completes a broad variety of administrative tasks for the CEO including managing a very active calendar, arranging complex and detailed travel plans, itineraries, and agendas, and compiling packets to prepare CEO for all engagements.
- Prioritizes conflicting needs; handles matters timely, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Serves as the CEO’s administrative liaison and support to MoPOP’s Board of Directors, including: prepare Board materials, manage meeting logistics, take meeting notes, track action items, and maintain accurate records of Board minutes and governance documents; ensure compliance with Board governance protocols and assist with scheduling and coordination of board-related activities.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively manage the organization.
- Maintains confidentiality in relationships with all current and prospective board members, constituents, donors, etc.
- Provide tracking and reconciliation to CEO’s budget and credit card expenses.
Coordination + Communication
- Plans day of onsite activities for board meetings, partnering with catering, facilities, and event operations.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings and recording votes.
- Participates as an adjunct member of the Senior Leadership Team including scheduling, agenda setting, and tracking deliverables. The EA attends leadership meetings as assigned by the CEO.
- Assists in coordinating Senior Leadership Team meetings and partner with Business Operations to build All-Staff meeting agenda.
- Create first drafts of email correspondences as needed for CEO to review and complete.
MoPOP Community:
- Support our internal culture which inspires and empowers our staff to live our mission to its highest standards.
- Contribute to a consistent customer service standard across all departments.
- Work to ensure customer service is ingrained at the core of the team and is reflected outward to our guests and other staff.
- Commitment to participating in anti-racism work, learning about the ways institutional racism impacts the workplace, and supporting teammates in operationalizing DEIA strategies in the department.
Preferred/Desired Qualifications:
- At least seven (7) years of experience providing administrative support to C-Level Executives, preferably in a non-profit organization.
- Keen organizational skills that reflect ability to perform and prioritize multiple tasks with seamless attention to detail.
- Demonstrated success in personal organization skills with the ability to navigate a dynamic executive’s daily and weekly schedule.
- Highly demonstrated interpersonal skills and the ability to build relationships with core constituencies including staff, board members, external partners and donors.
- Executive level written and verbal communication skills centering short, succinct and proactive communication.
- Demonstrated proactive approaches to problem-solving with ability to make recommendations and decisions.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and timely response.
- Demonstrated ability to achieve high performance goals and meet deadlines in an active work environment.
- Experience supporting and interest in internal and external communications, partnership development, and fundraising.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Suite.
Benefits
This regular full-time position includes Medical/Vision insurance, Dental insurance, Life/AD&D/LTD insurance, 3.08 hours of accrued Vacation per bi-weekly pay period, Seattle Sick/Safe, 7 Floating Holidays (prorated first year dependent on hire date), 8 Company Holidays paid throughout the year, EAP, 401k plan with vested match schedule once eligible, and subsidized transportation benefits for Orca Pass or parking.
Why MoPOP?
We’re really glad you’re thinking about joining the team at MoPOP! We believe pop culture is a universal language capable of building connections across a range of people, no matter our differences in race, religion, gender, age, sexual orientation, ability, education, socio-economic status, ethnicity, country of origin, or any other characteristic that makes us who we are. For more than twenty years, we have been showcasing how music, film, fashion, video games, sports, and more spark those connections and create a lasting cultural impact.
MoPOP provides both a physical space and an emotional and intellectual opportunity for people from any background to explore, find and build community, and recognize their own creative potential. This applies not only to our guests, but also to our staff — be it in designing an educational program to engage the next generation of creators, trying to reach a new audience with a marketing initiative, preserving an artifact in our collection, or providing excellent customer service to a visitor. If this sounds like something you’d be into, we’d love to hear from you!
MoPOP’s Mission and Commitment to Diversity, Equity, Inclusion, and Accessibility
Our mission is to activate the world-shaping power of pop culture through participative experiences, discovery, and play. We believe pop culture connects us, and that it is powerful, complex, alive and who we are. MoPOP is actively committed to ongoing learning in the areas of diversity, equity, inclusion, and accessibility (DEIA). In partnership with our community, we hope to also develop safe spaces for their application. This includes taking steps to continue increasing our awareness of institutional “-isms,” as well as uncovering and undoing the ways they show up in museum culture. We recognize this is a process that requires intentionality, energy, and resources, and we are developing a DEIA framework that can cultivate a work environment and museum experience that is truly welcoming for all.
We are committed to creating an inclusive and equitable workplace, and we are proud to be an equal opportunity employer. We believe that having staff, interns, and volunteers with diverse backgrounds enables us to better meet our mission and encourage BIPOC, women, and LGBTQIA+ individuals to apply. We acknowledge that our work to build safe spaces and better systems for traditionally marginalized groups is ongoing and will require constant vigilance and expect all MoPOP employees to be part of our DEIA journey.
Please email jobs@mopop.org if you need reasonable accommodations during the application or hiring process.
