Executive Coordinator, External Affairs

About Us: The Museum of Science and Industry, Chicago is the largest and most interactive science museum in the Western Hemisphere. Chicago’s Museum of Science and Industry (MSI) exposes guests of all ages to awe-inspiring exhibitions that spark curiosity and bring science to life. MSI’s mission – to inspire the inventive genius in everyone – is realized through its world-class exhibitions and engaging guest experiences. The Museum of Science and Industry provides programs and experiences that deepen the engagement of students and teachers in science and science-related disciplines, with a vision to inspire and motivate our children to achieve their full potential in the fields of science, technology, engineering and math.

We offer a creative, collaborative, and innovative environment for our employees. Our employees get great perks such as: benefits starting day one of your employment, free admission to MSI for family and friends, free admission to other museums, free parking in MSI’s garage and more! If you are equally passionate about our vision and want to be surrounded by a team of dynamic, smart and innovative people, the Museum of Science and Industry is the right place for you!

The Job: The Executive Coordinator, External Affairs will be responsible for supporting the Chief Strategy and External Affairs Officer (CSEAO) in leading strategic plan implementation and philanthropic support for MSI. This role is responsible for organizing and coordinating activities related to the Board of Trustees and Committee meetings which impact the division as well as providing back-up support to the CEO office.
 

This is a hybrid position that requires occasional weekend and special event availability.
 

Responsibilities
General and Project Support (for the Chief Strategy and External Affairs Officer)

• Prepare all meetings and events including the preparation of slides, briefing memos, meeting confirmations, etc.
• Manage CSEAO's calendar, travel arrangements, mail, and calls
• Prepare and maintain division budget as needed and manage purchase orders, invoices, and expense reports.
• Oversee division equipment and supplies.
• Manage external consultant and contractor relationships as needed to support various projects.
• Schedule and manage division meetings and serve as liaison to other MSI divisions.

• Support the CSEAO on tasks related to donor management.
• Prepare draft communications and proposals as needed.
• Utilize CRM database to maintain, record, and report on all donor activities.
• Serve as project coordinator for various division initiatives.

• Help support Board of Trustees with Museum access; gathers and sends board materials as needed.
• Manage Strategic Plan KPI's and materials.
• Maintain philanthropic giving policies and other confidential records.
• Provide back-up support to the CEO's office.
• Other duties as assigned.

Qualifications

• Three (3) to five (5) years of related work experience; nonprofit or fundraising experience is a plus.
• Bachelor's degree required.
• Proficiency in Microsoft Word and design programs required.
• Focused, extremely organized, and able to manage multiple tasks at once.
• Strong communicator, both written and verbally, with exceptional attention to detail.
• Values kindness, operates with empathy, and enjoys collaboration.
• Lifelong learner who is eager to help support a team and gain new skills.
• Passionate about STEAM education and inspiring the next generation of inventive genius.
• Must be able to work occasional evening or weekend events.
• Language:
  • Ability to read and interpret document, write routine reports and correspondence.
  • Ability to speak effectively before groups of employees of the organization.
• Mathematical:
  • ​​​​​​​Ability to calculate figures and amounts such as percentages, pro-ration, etc.
• Reasoning:
  • ​​​​​​​Ability to solve practical problems and deal with a variety of concreate variables in situations where only limited standardization exists.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Physical:
  • ​​​​​​​While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
  • The employee is frequently required to stand, walk, and reach with hands and arms.
  • The employee is occasionally required to sit; climb or balance; stoop, kneel, or crouch.
  • The employee must occasionally lift and/or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Work Environment:
  • ​​​​​​​The noise level in the work environment is usually moderate.

Our DEAI Mission

The Museum of Science and Industry is committed to advancing diversity, equity, accessibility and inclusion across our workforce, experiences, and day-to-day operations. As MSI employees, we are each responsible for making the Museum a welcoming place externally for guests and internally for our colleagues within the scope of our roles.

MSI is an Equal Opportunity/Affirmative Action employer, which includes providing equal opportunity without regard to race, color, religion, gender, national origin, disability, or protected veteran status.