Executive Administrative Specialist & Operations Coordinator

The Science Center; Philadelphia (Philadelphia County); On-site; USD 42,000 - 64,000; Full time

Job summary

The Science Center in Philadelphia seeks an Administrative Assistant to provide essential administrative and project support across the organization. You will assist executives with scheduling, reporting, and documentation, and support events, programs, and department initiatives to promote operational excellence.

You will collaborate with UCSC business areas and staff, handling sensitive information with integrity and professionalism while representing the organization in a professional manner.

Qualifications

• 2–3 years of related experience in a professional office setting with a customer experience focus.
• High School Diploma; higher education degree or commensurate experience.
• Strong organizational skills with the ability to manage multiple tasks across departments.
• Proficiency with Microsoft Office and CRM/database systems.
• Excellent written and verbal communication, and professional interpersonal skills.

Responsibilities

• Serve as a critical liaison to internal personnel and external parties.
• Manage executive calendars and schedule meetings; arrange travel as requested.
• Process department invoices, receipts, contracts, and documents.
• Prepare expense and credit card reports for executives.
• Handle incoming/outgoing mail, copying, filing, scheduling, and communications for executives.
• Maintain departmental data in Salesforce and other databases.
• Schedule interviews for department hires as directed.
• Coordinate and/or attend internal and external meetings for executives.
• Provide administrative and logistical support for organizational events and projects.
• Participate in Administration Team meetings and provide backup support to colleagues.
• Perform other duties as assigned by executive leadership.

Skills

Organizational skills

Calendar management

Communication

Customer experience

Multitasking

Education

High School Diploma

Tools

Microsoft Outlook

Microsoft Office Suite

Canva

Salesforce

AI tools

Job description

The Science Center in Philadelphia seeks an Administrative Assistant to provide essential administrative and project support across the organization. You will assist executives with scheduling, reporting, and documentation, and support events, programs, and department initiatives to promote operational excellence.

You will collaborate with UCSC business areas and staff, handling sensitive information with integrity and professionalism while representing the organization in a professional manner.