About the Organization:
Originally known for our groundbreaking week-long live festivals placing science at the cultural core of New York City, the World Science Festival (WSF) has grown into an innovative multi- media organization that produces original content straddling science, technology, the arts, media, performance, journalism and education, with formats ranging across vibrant discussions and debates, to inspired collaborative works of theatre, film and music. Featuring outstanding talent and novel production techniques, our programming brings the most far-reaching and transformative ideas, discoveries and perspectives to a broad general audience. WSFs live events in 13 countries have garnered an in-person audience of over three million and its digital, educational and broadcast programming has received over 200 million views.
About the Opportunity:
The World Science Festival is seeking an executive assistant to support the organizations co- founders, who are the current CEO and Chair of the Board, allowing them to operate efficiently and effectively in a fast-paced, multifaceted organization. This is a critical support role for everything operational and administrative, encompassing the management of all day-to-day administrative needs of the executive office as well serving as a primary point of contact for internal and external constituencies including senior management, board members, donors, renowned scientists and various representatives from the media and creative communities. The ideal candidate is a motivated, perceptive, energetic and articulate multi-tasker with outstanding writing, verbal and organizational skills.
Responsibilities Include:
- Manage all calendars, travel, appointments, databases, media appearances, accounting and correspondences for both the CEO and the Chairman.
- Manage and schedule a high volume of meetings, including coordinating logistics and preparing agendas and itineraries.
- Prepare high-level documents including reports, presentations and remarks.
- Create meeting prep materials including background research and bios.
- Manage all incoming and outgoing telephone calls.
- Manage CEO’s and Chairman’s contact database.
- Schedule Board of Director meetings and oversee onsite details including venue and catering, and preparation and distribution of Board materials.
- Take clear and concise minutes for high-level meetings, keep accurate meeting records.
- Create and maintain an orderly and environmentally-friendly workspace.
- Communicate on executives’ behalf and practice good judgment in handling confidential information.
- Be a prudent/professional, yet affable/approachable gatekeeper.
- Have an ear to the ground to surface successes and challenges faced by staff.
- Manage and assist on special projects as needed.
- Plan events including lunches, dinners, and social gatherings.
- Assist in development and fundraising projects with high-level donors.
The Successful Candidate will have:
- Bachelor’s degree.
- 5+ years administrative experience working in fast-paced office environment. (Journalism, media, non-profit, education industries preferred but not required.)
- Excellent writing, proofreading, project-management and research skills.
- Acute time-management, keen attention to detail, superior organizational skills, ability to multitask and take initiative.
- Ability to self-start and excel in a high-pressure environment.
- Capacity to embrace change at a moment’s notice, shifting priorities instantly.
- Proficiency in solving unexpected problems with clear thinking and creativity.
- Proficiency in a variety of software and online platforms, such as Microsoft Office Suite, Gmail, Google Drive, Mac and PC products.
- Professional maturity, strong interpersonal and group skills, and a sense of humor.
- Knowledge of media, theater, and/or live event production a plus.
Additional Information:
The hiring salary range for this position is $70,000 to $90,000 annually. World Science Festival offers a comprehensive benefits package.
The World Science Foundation is a 501(c)(3) non-profit organization, doing business as the World Science Festival and is headquartered in New York City.
How to Apply:
Please email resume with a cover letter to jobs@worldsciencefestival.com with “Executive Assistant” in the subject line.
No phone calls please.
The World Science Foundation is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without unlawful discrimination based on race, religion/creed, color, national origin, sex, age, disability, sexual orientation, gender identity, military status, conviction history, predisposing genetic characteristics, status as a victim of domestic violence, marital status or other protected class in compliance with applicable law.
