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Employment & Internships

Board Liaison/Executive Assistant

Under general supervision the Board Liaison/Executive Assistant independently manages and oversees the activities of the executive department. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the Executive Director.

Responsibilities

BOARD LIAISION

  • Work with the Executive Director, Nominating Committees and Development Department on stewarding board and potential board members, providing them with packets of up to date information and briefings as needed. 
  • Distribute Chabot publications, reports, and marketing and promotional materials to Board Members in a timely manner. 
  • Coordinate Orientations for new members. 
  • Work with Marketing and Development to create and update a comprehensive online information service for board members. Update the board section of website as needed. 
  • Draft and maintain filing system for Resolutions. 
  • Prepare agendas and take minutes for the JPA, Foundation Board, Executive Team, and committee meetings as appropriate. Support other committee meetings if requested, and provide guidance for senior staff on posting agendas and taking action minutes. Ensure all paperwork meets the standards required by the Brown Act and local Sunshine Ordinance where appropriate. 
  • Ensure that public ethics requirements are followed, such as the annual Form 700 for JPA members, the Code of Conduct and Conflict of Interest forms. 
  • Keep board members apprised of upcoming Chabot events and meetings of interest. 
  • Update and prepare Board Manuals for incoming board members. 
  • Maintain board rosters, term of office, meeting calendar and other documentation regarding board function and composition. 
  • Work with Nominations Committees of both boards to ensure Bylaws are accurate and up-to-date. 

EXECUTIVE/ADMIN SUPPORT 

Perform a wide variety of administrative, coordination and project management functions to assist the Executive Director. Responsibilities include, but are not limited to:

  • compile and compose draft reports and correspondence; develop spreadsheets and presentations; track budgets; prepare contact lists; agendas; conduct research online, in libraries and other document repositories; schedule on and offsite meetings for the Executive Director; host visitors. 
  • Serve as the primary point of initial contact on matters directed to the Executive Director by Chabot and community constituencies; prioritize incoming phone calls and correspondence, and determine the appropriate course of action, i.e., referral, and/or response, drafting responses to standard letters if appropriate. 
  • Review Business and trade publications, local and regional papers and other materials, seeking potentially valuable networking opportunities and good contacts. Follow up and make recommendations for attendance. 
  • Maintain document files and assist in document preparation for special projects as needed. 
  • Schedule and organize travel and accommodations; reservations for conferences, lunches, dinners, breakfasts, etc. Produce expense claims upon receiving receipts. Suggest and send thank you cards as appropriate. 
  • Oversee the planning and coordination of key special events for the Executive Director. 
  • Serve as the organization’s ADMIN SUPPORT including ordering office and kitchen supplies, restocking such supplies, sorting mail and special deliveries, liaison with office-related vendors, and assist in HR matters as needed. 
  • Assist in the coordination of staff celebrations including annual Holiday. 
  • Orient staff and lead ongoing efforts to support our Green Business Practices. 
  • Maintain and renew Chabot’s memberships in various organizations including local Chambers of Commerce, ASTC, Association of Fundraising Professionals, etc. 
  • Support Senior Staff as requested by Executive Director. 

This list of duties and responsibilities is not to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Requirements

  • Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community. 
  • Strong interpersonal skills, understanding of board stewardship and the role of the board and the Executive Director in a non- profit organization. 
  • Attention to professional appearance and knowledge of correct business etiquette and practice. 
  • Ability to read and learn in detail a wide range of science, technology and business subjects in order to provide assistance to the ED on relevant issues 
  • Strong ability to analyze problems and opportunities, identify and evaluate alternatives and develop sound effective approaches. 
  • Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues. 
  • Highly organized and efficient in day-to-day executive functions. Able to develop professional level spreadsheets and presentations. 
  • Motivation to take initiative in all aspects of executive support 
  • Proficient in use of Microsoft Office suite computer software. Knowledge of basic accounting procedures and practices. Ability to learn basics of other software such as Fundraising (Raisers Edge) or Accounting (Financial Edge) to generate reports or answer queries. Knowledge of Microsoft Project (or similar) advantageous. 
  • Ability to plan, implement and evaluate projects and the achievement of goals and objectives with minimal supervision and direction. 
  • Flexibility to take on new assignments and restructure priorities accordingly. 
  • Enjoys working in a committed team environment, contributing to the workplace as a whole.

 

Bachelor’s degree in business or public administration or closely related field. Minimum of 2 years of progressive management experience in public or private administration. Previous support of a Director level position, and/or previous experience supporting a public or private Board. An interest in Museums/Visitor attractions, Education and/or the subject matter of Chabot Space & Science Center would be advantageous. 

Compensation

Salary for this position is commensurate with other non-profit organizations and will be commensurate with experience.

Job location is Oakland

  • This is at a non-profit organization.
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  • Please, no phone calls about this job!
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Application

Mail resume and cover letter to:

Human Resources Department
Chabot Space & Science Center
10000 Skyline Blvd,
Oakland, CA 94619
email: hr@chabotspace.org
Fax: 510-336-7491

* * We thank all applicants for their interest; however, only those applicants under consideration will be contacted.

CSSC is an Equal Opportunity Employer.