American Museum Of Natural History
Executive Assistant, Office of General Counsel & HR
The Executive Assistant (Office of General Counsel, Human Resources) will provide vital support to the Senior Vice President and General Counsel and the Vice President of Human Resources. This role will also perform some paralegal duties, provide administrative support to the Office of General Counsel (OGC), and lend occasional administrative assistance to persons/units reporting up to the SVP and General Counsel (as needed).
Responsibilities include, but are not limited to:
• Serve as point of contact for executives, answering and screening phone calls.
• Handle heavy calendar management for both executives, requiring interaction with internal and external parties, including senior executives, assistants, professionals, board members, donors, staff members, and consultants. Liaise with these and other stakeholders as needed.
• Keep executives prepared and on schedule.
• Prioritize and resolve scheduling conflicts. Schedule meetings, conferences, visits, and tours (coordinate participants, arrange logistics and catering) using Zoom/Microsoft Teams, conference calls, or onsite planning. Develop agendas as requested.
• Conduct light legal/best practice research, as assigned.
• Draft and finalize correspondence, reports, and/or legal documents, as assigned.
• Track projects and project deliverables.
• Obtain executives’ signatures on contracts and other documents, as needed.
• Handle travel arrangements, itineraries, and expense reports.
• Accommodate ad hoc requests and other related duties and projects, as assigned.
• Handle sensitive and confidential information with the utmost discretion.
Supporting OGC Department / Suite
• Provide general paralegal support, as assigned.
• Coordinate daily operations of the OGC.
• Organize staff meetings and develop agendas, as requested.
• Screen office visitors and direct them to appropriate location/meeting.
• Monitor/order supplies for units reporting up to the SVP and General Counsel – printer toner, etc.
• Maintain/improve effective document management and collaboration systems.
• Coordinate with outside vendors and investigate potential cost savings (as assigned).
• Handle mailing for OGC, including receiving mail, preparing FedEx packages, handling messenger services, etc. Copy/scan/fax as needed.
• Gather and enter departmental attendance in eTime Payroll system.
• Maintain OGC’s office calendar (and help manage other department members’ calendars, as needed).
• Monitor OGC’s e-mailbox and Google Alerts.
• Monitor and coordinate (including facilitation of payments for) professional memberships and CLE opportunities for OGC.
• Coordinate tech support and office maintenance requests, as needed.
• Coordinate expense reimbursement for OGC members’ travel, etc.
• Bachelor’s degree.
• A minimum of 3 years of experience as an executive assistant or equivalent office experience.
• Experience in handling sensitive matters and commitment to maintaining confidentiality.
• Excellent organizational skills and attention to detail for the coordination of complex executive meetings and schedule.
• Impeccable business acumen and knowledge of executive protocol, strong interpersonal skills.
• Excellent written and oral communication skills.
• Resourceful and self-motivated. Ability to multitask and take initiative where appropriate, and to work quickly and efficiently with a positive professional demeanor in a fast-paced environment.
• Advanced proficiency with MS Office (Word, Excel, Outlook, PowerPoint, Office365 Suite programs), Adobe Suite (Acrobat), and both PC and MAC operating systems.
• Experience managing logistics for online teams, especially in Teams and Zoom.
• Familiarity with standard office equipment (i.e., computers, telephones, copiers); familiarity with technology, or ability to quickly learn (i.e., teleconference equipment, projectors, HDMI connections to support presentations).
• Capability to work remotely (on occasion) and/or on-site (as assigned).
• Paralegal experience or other legal-adjacent experience is a plus (including, but not limited to familiarity with drafting legal documents, maintaining confidential records, and being familiar with legal considerations and terminology).
• Notary capabilities are a plus.
To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/2544540
The American Museum of Natural History is one of the world’s preeminent scientific and cultural institutions. Since its founding in 1869, the Museum has advanced its global mission to discover, interpret and disseminate information about human cultures, the natural world and the universe through a wide-ranging program of scientific research, education and exhibition. The Museum is renowned for its exhibitions and scientific collections, which serve as a field guide to the entire planet and present a panorama of the world’s cultures.
The American Museum of Natural History is an Equal Opportunity/Affirmative Action Employer. The Museum does not discriminate with respect to employment, or admission or access to Museum facilities, programs or activities on the basis of race, creed, color, religion, age, disability, marital status, partnership status, gender, sex, sexual orientation, gender identity, gender expression, genetic information, pregnancy, alienage or citizenship status, current or former participation in the uniformed services, status as a veteran, or national or ethnic origin, or on account of any other basis prohibited by applicable City, State, or Federal law.
If special accommodations are needed in applying for a position, please call the Office of Human Resources.
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