Job Opportunities

USS Midway Museum, San Diego, CA

The USS Midway Museum is seeking an Executive Assistant to provide high-level administrative and operational support to the President & CEO and serve as the primary liaison to the Board of Directors. Reporting directly to the President & CEO and working closely with senior leadership, this role is responsible for managing complex executive and board operations, supporting governance processes, and ensuring the effective day-to-day functioning of the Office of the President.

The Executive Assistant will coordinate executive and board meetings, manage calendars and logistics, prepare materials and correspondence, including creating PowerPoint presentations, and support special projects and organizational initiatives. This role requires exceptional organization, sound judgment, discretion, and the ability to adapt to changing priorities while working across departments and with Board leadership.

This position requires availability for evening and weekend work as needed to support the schedule, priorities, and activities of the President & CEO. It is an opportunity for a highly trusted and skilled administrative professional to play a central role in supporting executive leadership and governance at the USS Midway Museum through strong administrative support, coordination, and communication.

Compensation & Benefits:

• Salary – $75,000 - $93,000 year. The rate of pay offered will vary depending on job-related knowledge, education, and experience and consider internal equity.
• 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

Success Factors:

1. Executive Trust & Judgment
   Earns and maintains the confidence of the President & CEO by exercising sound judgment, anticipating needs, and handling sensitive information with discretion.
2. Organization & Follow-Through
   Manages complex calendars, meetings, and board logistics with accuracy and consistency, ensuring details, deadlines, and action items are completed on time.
3. Board & Relationship Management
   Builds effective working relationships with Board members, leadership, and staff, serving as a reliable and professional liaison between the President & CEO and the Board of Directors.
4. Adaptability & Problem-Solving
   Adjusts quickly to shifting priorities, resolves issues independently, and keeps executive and board activities moving forward smoothly.
5. Technology & Communication Proficiency
   Uses administrative and meeting technologies effectively and produces clear, well-prepared materials, correspondence, and records that support executive and governance work.

Key Duties and Responsibilities:

Executive and Administrative Support

• 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.

Board Coordination & Support

• 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

Knowledge, Skills, and Abilities:

Education/Experience: 

• 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.

Skills/Abilities

• 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.

Working Conditions

Job Conditions/Work Location: Work is performed aboard the USS Midway in former administrative offices restored to basic working conditions.

Physical Requirements: Ability to sit for long periods.  Climb up and down stairs and ladders; bend, stoop, and lift standard office supplies and small office items.

Equipment Operated: Computer, facsimile, printer, scanner, telephone.