Executive Assistant / Office Manager

Company: G&A Museum Operations Mantua
Location: Philadelphia
Posted on: November 18, 2023

Job Description:

One of the most anticipated museum openings in the world Smithsonian Magazine Job Title: Headquarters Manager Organization: G&A Museum Operations Mantua LLC, operating at the Edelman Fossil Park & Museum of Rowan University in Mantua Township, NJ Position Overview: The Headquarters Manager at Edelman Fossil Park & Museum plays a pivotal role in ensuring the efficient operation of the fossil park headquarters, while providing support to the Founding Executive Director. This position involves a wide range of administrative tasks, office management responsibilities, and the flexibility to handle various duties as assigned. As an integral part of the museum's administrative team, the Office Manager contributes to the overall success of the institution. Key Responsibilities: Administrative Assistance for the Founding Executive Director: Manage the day-to-day operations of the office of the Executive Director, ensuring a professional and organized work environment. Schedule appointments, meetings, and events for the Executive Director. Prepare and edit documents, reports, and presentations as requested. Arrange travel, including booking flights, accommodations, and transportation. Maintain organized records and files related to the Executive Director's activities. Communication and Collaboration: Act as a liaison between the museum's Executive Director and administrative staff, fostering effective communication and collaboration. Coordinate with various departments to facilitate administrative support for their activities. Financial Management: Prepare and manage the Executive Director---s office budget, tracking expenses accurately. Work closely with the Value Manager to ensure financial compliance and reporting. Assist in grant writing and fundraising efforts related to the Executive Director---s office functions. Compliance and Record Keeping: Ensure compliance with legal and regulatory requirements related to the museum's administrative operations. Maintain accurate and organized records, including contracts, agreements, and important documents. Purchasing Support: Assist in managing procurement processes, including researching vendors and obtaining quotes. Process purchase orders, invoices, and expense reports. Monitor office supply inventory and coordinate replenishment as needed. Headquarters Office Management: Supervise and oversee the daily operations of the office where several dozen employees work. Work with leadership and staff to promote a diverse, positive, collaborative, and inclusive work environment. Develop and implement policies, procedures, and workflows to enhance Headquarters efficiency and align with the museum---s culture of work. Manage office equipment and supplies, including copiers, printers, and furniture. Support Other Executive Functions: Collaborate with other members of the executive team to provide support and assistance as required. Assist in organizing and executing special events, meetings, and projects. Act as a point of contact for museum staff and external stakeholders seeking executive support. General Administrative Duties: Answer phones, respond to inquiries, and redirect calls to appropriate personnel. Sort and distribute incoming mail and correspondence. Maintain confidentiality and handle sensitive information discreetly. Assist with the preparation and distribution of internal communications. Other Duties as Assigned: Be adaptable and willing to take on additional tasks and projects as needed. Contribute to a positive and collaborative work environment. Qualifications: Bachelor's degree required. Master---s degree is a plus, especially MBA or MLS degrees. Proven experience in office management, project management, or administrative roles. Strong organizational and multitasking skills. Proficiency in office software and tools (e.g., Microsoft Office Suite, Apple Calendar, scheduling software). Applicability to rapidly learn new software and platforms. Experience with Banner is a plus. Excellent communication and interpersonal skills. Attention to detail and a high level of accuracy. Ability to work independently and as part of a team. Discretion and professionalism when handling confidential information. Commitment to the museum---s ethos of pushing back on the climate and biodiversity crises, and to our belief that education is the pathway forward to a better world. Work Setting: Museum headquarters is in the lower level of the stunning new Edelman Fossil Park Museum. The headquarters suite features a reception area, private offices, a large open office area, three conference rooms, a kitchenette, team lounge, and outdoor patio, situated by a 4-acre lake. This is a full-time position with G&A Museum Operation, LLC, based at the Edelman Fossil Park & Museum, in Mantua Township, NJ The role may require occasional evening or weekend work for special events or meetings. The role may require occasional work outdoors. The Office Manager may be required to lift or move light to moderately heavy objects. ---Discover the Past. Protect the Future.--- This is an opportunity to grow with a young, vibrant, and purpose-driven world-class organization. Start Date: ASAP How to Apply: Interested candidates are encouraged to submit their resume and a cover letter detailing their relevant experience and qualifications to careersga-museumoperations.com . Please include "Headquarters Manager Application" in the subject line. Applications will be accepted until the position is filled. About Leadership Dr. Kenneth Lacovara, Founding Executive Director, has unearthed some of the largest dinosaurs ever to walk the earth, including the massive 65-ton Dreadnoughtus, which appeared in the recent film Jurassic World: Dominion. He is a recipient of The Explorers Club Medal, the highest honor in exploration. He is a TED speaker, recipient of a Nautilus Book Award, co-recipient of a Telly Award, and author of the bestseller, Why Dinosaurs Matter (Simon & Schuster.) His research has been featured three times in Discover magazine---s 100 Top Science Stories of the Year, and he has appeared in over 20 television documentaries. He is the former founding dean of the School of Earth & Environment of Rowan University. He founded the Green Jobs Academy, which helps workers retool for careers in green energy and other sustainable fields. And he serves on the Scientific Advisory Board of Colossal Biotechnology, a CRISPR-based company endeavoring to resurrect the wooly mammoth and other recently extinct species. Kelly Stoetzel, Managing Director, has spent most of her career working with impact-driven organizations to share knowledge and ideas through content and experiences; and to build, grow and nurture the communities around them. She was one of the first employees of TED, and was instrumental in its growth from a single annual conference into the media brand it is today. For nearly 18 years, she led curation and planning for TED---s global conferences and events. She has produced and/or hosted stage programming for other education and idea-focused organizations, including WIRED, the National Academy of Sciences and the Nobel Foundation. During its pandemic-era boon, Kelly oversaw thought leader programming on the social audio platform, Clubhouse. She serves on the Boards of Directors of the Amy Krouse Rosenthal Foundation and the Fortis Society, and on the Advisory Board of LabX, a communications engagement program of the National Academy of Sciences. About the Jean & Ric Edelman Fossil Park & Museum The Jean & Ric Edelman Fossil Park & Museum of Rowan University will transform lives by providing a unique opportunity to explore a remarkable site of scientific wonder. Visitors will embark on a personal, hands-on voyage of discovery in an extraordinary setting that bears witness to one of the most momentous events in our planet's history. By opening a window to the past, we imbue visitors with the thrill of scientific discovery as they develop a new appreciation for the preciousness of life that sustains our world today. The museum under construction will become a one-of-a-kind destination that both educates and entertains. The local community will gain a world-class cultural institution that will attract visitors from across the country and around the globe. The fossil park and museum will energize economic development in the region, elevate the prominence of Rowan University, and foster pride of place for Southern New Jersey. Globally Important Research : At the Jean & Ric Edelman Fossil Park & Museum, visitors travel back in time to when dinosaurs ruled New Jersey. Sixty-six million years ago, an asteroid struck the Earth, wiping out the dinosaurs and 75% of species. The fossil park---s 4-acre fossil quarry, set into a 65-acre property, is providing scientists with the best view ever into this pivotal, calamitous event that ended an Earth era, paving the way for the modern world as we know it. Over the past 13 years, fossil park founder, Dr. Kenneth Lacovara, and his team, have unearthed over 100,000 fossils from a 66-million years old bonebed in the quarry bottom, and have cataloged over 100 fossil species. A Rich Heritage : Surprising to many, New Jersey boasts a rich heritage of fossil discovery. In 1858, Hadrosaurus , the world---s first discovered nearly complete dinosaur, was found in Haddonfield, New Jersey. In 1866, the world---s first discovered tyrannosaur, Dryptosaurus , was unearthed just a mile from the fossil park. ( T. rex , found in Montana, would come later in 1905.) Many other new species of ancient creatures have been discovered in New Jersey, from Cretaceous beds running from Freehold southwest through Swedesboro. Although dinosaurs were first recognized from fragmentary remains in England, southern New Jersey can rightfully claim its place as the cradle of dinosaur paleontology. The Thrill of Discovery Hand-on, authentic discovery is at the core of the Jean & Ric Edelman Fossil Park public experience. Above the research layer, there are areas designated for public digging. Nearly every child or grownup who visits the quarry to dig for fossils, finds a 65-million-year-old fossil, with their own hands, that they get to take home. Over and over, this has been a transformational experience for people. When they make a personal connection between themselves and deep time, and the place where they live and the Earth---s ancient past, they never again see the world, or their place in it, in quite the same way. Children seem to understand the authenticity of the experience. The shark tooth or ancient clam that they may dig up, is a real discovery. At that moment, they become explorers, voyagers, authentic discoverers---an experience that can set them on a new path. Sustainability : The core concept behind the Jean & Ric Edelman Fossil Park Museum is that we must learn from Earth---s deep past to guide our way into the future. The extinction of the dinosaurs serves as a cautionary tale for the multiple, simultaneous existential crises we face today. In the Hall of Extinction & Hope, visitors will confront the alarming facts about the unfolding climate and biodiversity crises. And they will learn why there is hope in the battle to save Earth---s atmosphere and biosphere, and that we all must act now to create the future that we all wish for our posterity. Finally, through a personalized RFID system, visitors will connect with sustainability programs and organizations, giving them a sense of agency and avenues through which they can make a positive difference. Carbon Net-Zero and Sustainable Construction The Jean & Ric Edelman Fossil Park Museum will be an all-electric building, deriving its energy from photovoltaics and geothermal heating and cooling. Upon opening, the museum will be New Jersey---s largest carbon net-zero facility. Further, construction is underway using reduced carbon concrete, bird-safe glass, and large amounts of embodied carbon contained within sustainably raised accoya cladding and wood-fiber-lamination beams. At Edelman Fossil Park & Museum, we treasure the diversity of our planet's history and are committed to reflecting that diversity in our team. Edelman Fossil Park & Museum is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, national origin, age, ancestry, nationality, marital or domestic partnership or civil union status, sex, pregnancy, gender identity or expression, disability status, liability for military service, protected veteran status, affectional or sexual orientation, atypical cellular or blood trait, genetic information (including the refusal to submit to genetic testing), or any other category protected by law.

Keywords: G&A Museum Operations Mantua, Philadelphia , Executive Assistant / Office Manager, Executive , Philadelphia, Pennsylvania