At the Monterey Bay Aquarium, we are passionate about creating an inclusive workplace that celebrates and values diversity. We firmly believe that having a team of diverse backgrounds and voices, working together, increases our capacity to serve our visitors and fulfill our mission.We welcome people from all walks of life into our team and strongly encourage people of color, LGBTQ+ individuals, veterans, and people with disabilities to apply.
Job Summary:
Under limited supervision, perform duties that support the needs of the Guest Experience division including but not limited to budgeting and accounting, data maintenance and analysis, training delivery, communication, logistics; individual assignments will vary; perform other duties as required. This role is critical in maintaining the business needs of a large, dynamic division.
Core Activities:
Lead the coordination of the annual budget process for Guest Experience:
Represent division in Finance and Accounting meetings; update leadership and apply Finance guidance to annual process
Consolidate department level budget recommendations
Identify gaps for alignment to workplans
Perform divisional finance processes including but not limited to:
Process contracts, purchase orders, and expense reports
Track expenses against annual budget
Produce monthly expense reports
Create and produce presentations, reports, and other outreach and communication materials (create and populate templates, assist with formatting and citations, etc.)
Perform general administrative support for the division, including taking meeting minutes, proofreading content, participating in internal committees, etc.
Provide administrative support for Guest Experience leadership, including calendaring, coordinating VIP visits, meeting logistics, etc.
Develop new and improved workflows to support new and existing Guest Experience programs and processes; document and update SOPs and training materials
Train, mentor, and coach other Guest Experience coordinators
Track and analyze program data for GE initiatives and projects (training, program evaluation, performance metrics, financials) for leadership to inform strategic decisions.
Collect and compile program data
Create charts, graphs, and tables to make the data accessible and consumable for program teams, program managers, and leadership.
Analyze and recommend program improvements
Execute aspects of staff recruitment, onboarding, and trainings
Deliver presentations and trainings on hospitality, technology, and other relevant topics
Maintain records and documents, plan enrichment agendas and schedules
Create and recommend content for Guest Experience intranet site and assures accuracy through regular updates
Provide operational support as needed
Preferred Knowledge, Skills, & Abilities (KSAs):
Bachelor's degree or equivalent combination of education, training, and experience
Minimum 6 years' office administration, bookkeeping, or project support experience
Advanced knowledge and experience with Google Suite, Sage Intacct, and Adaptive Insights, or equivalent software/applications
Intermediate knowledge of and experience with Microsoft Office - Excel, Word, and Visio - or similar office applications
Able to work independently, to multi-task, to set priorities and meet deadlines in a creative environment
Experience in project management programs and software such as Asana
Excellent organizational and communication skills
Excellent collaborative skills, especially in working with and maintaining positive relationships with internal colleagues and external partners
Ability to maintain confidential information with discretion, integrity, and diplomacy
Ability to converse in another international language (Spanish, Chinese, Japanese, French, German, Portuguese, etc)
Must be comfortable in a fast-paced, high-volume environment
Able and willing to work weekends and holidays
Ability to work within, and maintain Monterey Bay Aquarium's Core Values
Ability to support a work culture of equity and accountability demonstrated by leadership and interactions with colleagues and partners, both internal and external; encourage strong relationships among and between program participants, volunteers, and staff; adhere to equitable processes to guide new staff and volunteers
Physical Requirements to Perform Essential Job Functions:
Typical office equipment
Constant sitting, standing, walking, bending
Occasional unassisted lifting up to 50 pounds
Typical office environment, main Aquarium and exhibits, occasional offsite events
Hourly Compensation Range:
$27.50 - $31.73 Starting rate will vary based on previous experience and relevant skills/knowledge set
Education Preferred: Bachelors Preferred: Associates Preferred: Some college Preferred: High School