USS Midway Museum · 13 hours ago
Executive Assistant to the President
San Diego, CA
Full-time
Onsite
Mid, Senior Level
$75K/yr - $93K/yr
5+ years expUSS Midway Museum is seeking an Executive Assistant to provide high-level administrative and operational support to the President & CEO while serving as the primary liaison to the Board of Directors. This role involves managing complex executive operations, coordinating meetings, preparing materials, and supporting special projects to ensure effective functioning of the Office of the President.
Museums and Historical SitesTourismTravel
Responsibilities
Represent and serve as the primary point of contact for the Office of the President & CEO to internal and external stakeholders
Provide high-level administrative support to the President & CEO including complex calendar management, scheduling, and meeting logistics
Anticipate executive needs, proactively manage competing priorities, and adjust schedules and deliverables in response to changing organizational demands
Coordinate and manage all meeting logistics, including in-person and virtual meetings; set up, monitor, and troubleshoot virtual meeting platforms such as Zoom, Microsoft Teams, and related technologies to ensure seamless execution
Prepare and coordinate all materials for executive, board, and committee meetings and professional engagements, including creating PowerPoint presentations, briefing documents, reports, and supporting materials
Draft, edit, and proofread correspondence and documents
Coordinate internal team meetings and assist with planning executive-led events and initiatives including venue, travel, catering and technical support
Oversee and perform general administrative functions for the organization related to the President’s Office
Oversee and provide direction to a part-time administrative support employee, including task assignment, workflow coordination, and performance feedback
Review and process approved credit card requests and administrative expenses in accordance with organizational policies
Arrange travel and accommodation for executive staff and board members as needed
Attend events and activities as needed
Support the planning and tracking of special projects
Act as primary liaison between the CEO/President, Board leadership, and committee members, ensuring timely and accurate communication and fostering strong, professional relationships
Maintain board and committee rosters, terms of service, official records, and governance documents
Schedule and organize board and committee meetings, including preparing agendas, compiling and distributing materials, maintaining official records, and managing RSVPs
Attend Board of Directors, Executive Committee, and selected staff meetings; record, finalize, track action items, and maintain accurate and compliant minutes as the official organizational record
Manage board operations using Board Effect ensuring timely updates, document retention, and secure access to confidential materials
Assist the President & CEO and Board President with governance and development projects
Support recruitment and onboarding of new board members, including orientation sessions and materials
Qualification
Required
Bachelor's degree is preferred, or an equivalent combination of education and relevant experience
Five years of progressively responsible administrative experience supporting senior executives, preferably at the CEO/President level
Demonstrated experience supporting a Board of Directors, including coordinating meetings, preparing materials, recording minutes, and managing governance records
High level of proficiency with office and collaboration technologies, including Microsoft Office (Outlook, Word, Excel, OneDrive, PowerPoint), virtual meeting platforms (Zoom, Microsoft Teams), and board management systems such as BoardEffect
Strong written skills, able to compose professional correspondence, with excellent spelling, grammar, and punctuation skills
Relationship-building skills that support effective communication and collaboration with board members, executives, staff, and external stakeholders
Ability to exercise sound judgment and discretion when handling confidential, sensitive, or time-sensitive information
Ability to anticipate needs, identify potential issues, and take initiative to resolve problems independently
Ability to adapt quickly to changing priorities while maintaining professionalism and attention to detail
Benefits
Employer paid Medical & dental, life/LTD insurance with optional vision and legal.
403(b) retirement plan matching 100% of the employee contribution up to 6%, with immediate vesting.
15 vacation days, 10 days of accrued paid sick days per year, and 10 paid holidays.
Annual discretionary year-end bonus program
Paid Parking
Company
USS Midway Museum
USS Midway Museum was founded in 1992 and opened in June 2004 with the vision of becoming America's living symbol of freedom.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Philip A. Hamilton
CFO
Craig Fisher
Director of Partnership Marketing
Recent News
San Diego Union-Tribune
2025-07-22
San Diego Union-Tribune
2024-12-17
2023-06-03
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