Executive Assistant, President's Office

The Linda Hall Library, the largest independent science library in the world, is seeking an experienced Executive Assistant to support the President’s Office.  

About the Linda Hall Library: 

The Linda Hall Library is a renowned institution dedicated to supporting research, scholarship, and education in the sciences. Our print collection includes rare books dating back to 1472, modern scientific literature, and extensive digital resources. The Library's Arboretum is a living library of 300 trees and a diverse array of plant species, emphasizing sustainability and ecological stewardship. 

JOB PURPOSE  

The Executive Assistant, President's Office will provide high-level administrative support, ensuring efficient management of the President’s calendar, communications, and engagements. This role requires a commitment to service excellence, fostering positive relationships, and proactively addressing the needs of the President and stakeholders to ensure satisfaction. 

KEY ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS 

Executive Support:  

• Coordinate and manage the President's calendar, including arranging meetings, appointments, and travel plans. 
• Handle the President's email correspondence, prioritizing and responding as appropriate. 
• Ensure the President is briefed and prepared for all meetings and engagements, including having time to review all relevant documents. 
• If required, take minutes at meetings hosted or attended by the President. 

Liaison Duties:  

• Act as a primary point of contact between the President and business associates for the purposes of scheduling, facilitating timely, clear, and effective communication.  
• Maintain and develop positive relationships with key stakeholders, ensuring the President's interests and commitments are fully and effectively represented. 

Administrative Tasks:  

• As required, plan and coordinate the President’s domestic and international travel, including flights, accommodation, and itineraries.  
• Handle the President’s incoming and outgoing mail, including coordination of handwritten post. 

Confidentiality:  

• Handle sensitive information with utmost discretion, maintaining confidentiality.  

Additional Responsibilities:  

• Support the Library’s Engagement department by coordinating lunches and catering for internal meetings and for the President's guests as needed. 
• Other duties as assigned in support of the President. 

SUPERVISORY RESPONSIBILITIES  

None. 

EDUCATION AND EXPERIENCE 

Required 

• Bachelor's degree in business administration, communications, or a related field.  
• A minimum of 5 years' experience in top-level executive support roles, particularly those involving personal assistance and high-stakes liaison activities. 
• Experience planning domestic and international travel itineraries.  
• Proven experience and proficiency in office software (e.g., Microsoft Office Suite) and communication tools. 

Desirable 

•  Experience in a high-level corporate environment. 

SKILLS AND ABILITIES 

• Effective Communication: Interacts with peers respectfully and positively. Communicates effectively, listens actively, and seeks to understand others. Adapts communication style to different audiences and seeks input. 
• Discretion: Demonstrates the ability to handle sensitive situations or privileged information with tact and confidentiality. Exercises sound judgment in safeguarding sensitive data, maintaining privacy, and making informed decisions while respecting boundaries and protocols.  
• Detail-Orientation: Diligently attends to details and pursues quality in accomplishing tasks. Manages, organizes and maintains information or data meticulously to ensure accuracy and completeness.  
• Initiative: Takes proactive steps to improve processes, solve problems, or seize opportunities. Is responsive, creative, and resourceful. Anticipates needs and seeks alternative approaches.  
• Responsiveness: Reacts promptly and positively to requests or changes. Consistently provides timely and appropriate responses and is adaptable and attentive to people and situations.  
• Prioritization: Effectively ranks and organizes tasks and work based on importance, urgency, and impact. Ensures optimal use of time and resources and is responsive to shifting needs.  
• Helping Others: Identifies opportunities to extend support, empathy, and action to alleviate the challenges faced by colleagues, patrons, or other stakeholders. Seeks opportunities to offer solutions and make positive contributions.  

TRAVEL REQUIREMENTS  

Travel is not expected within the role, nor does is the position required to attend functions outside the office. 

WORK CONDITIONS 

This position is based in a traditional office environment with the flexibility of up to one remote workday per week.  

COMPANY VALUES/STATEMENTS 

Diversity, Equity, Accessibility, and Inclusion  

 At Linda Hall Library, we are committed to fostering a culture of Diversity, Equity, Accessibility, and Inclusion (DEAI) that reflects the rich tapestry of the global community we serve. We believe that a diverse and inclusive environment enhances the intellectual rigor and cultural vitality of our institution, enriching the experiences of our staff, patrons, and partners. We strive to create a welcoming space where all individuals feel valued and respected. Through our collections, programs, and community engagements, we are dedicated to promoting equity and accessibility. By amplifying varied voices and ensuring universal resource access, we broaden participation and maximize our impact, fostering a more inclusive and enlightened society.  

Equal Opportunity  

The Linda Hall Library is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.  

The Linda Hall Library is an Equal Opportunity Employer M/F/D/V.   

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.