Full Job Description
Executive Assistant / Office Manager
The Natural History Museum of Los Angeles County was the first museum in L.A. to open its doors 106 years ago and is poised for an exciting new era as it plans for the future. Having recently completed a new strategic framework, the Natural History Museums of Los Angeles County—including NHM at Exposition Park, La Brea Tar Pits and museum in mid-Wilshire, and the William S. Hart Museum in Newhall—is looking forward to new building projects and campaigns, exhibitions, community outreach, and innovative audience engagement.
The Natural History Museum of Los Angeles County is seeking an Executive Assistant / Office Manager for our Marketing and Communications department. The Executive Assistant / Office Manager will work closely with the Senior Vice President, Strategic Engagement to provide advanced administrative support and high-level project management assistance and coordination of the administrative office and accounting needs for all divisions within the Marketing & Communications department at the Natural History Museum. It is an exciting time as we embark on new journeys of becoming a museum of, for, and with L.A.
Responsibilities for this position include, but are not limited to:
Provides high-level administrative support to SVP including monitoring email, email correspondence, transcribing notes/whiteboards, scheduling meetings, making appointments, and maintaining her calendar and contact list. Organizes and maintains the SVP’s office and physical filing system. Creates and sends emails on behalf of SVP.
Coordinates the work of the Finance and Marketing Assistants in the M&C administrative office. Trains new staff and is a resource for all staff. May oversee temporary administrative employees and work-study students.
Creates PowerPoints and spreadsheets, agendas, reports, org charts, and divisional employee lists. Gathers data/photos/videos for special reports from other departments, employees, and external parties for information. Proofs documents. Updates Executive Assistant/Office Manager desk manual regularly for use by administrative staff.
Provides high-level support on special projects as needed and as directed by divisional SVP.
Oversees the management of the department budgets and processes all invoices, credit card expenses, and reimbursement reports. Drafts all contracts between department and external vendors.
Liaison with HR to move along the recruitment and hiring process for the division. Monitors timecards to see that time off is approved. Maintains vacation/time off calendar. Coordinates and schedules performance evaluations for direct reports.
Oversees purchasing and ordering of supplies for the division.
Creates requests via Track-It for any computer repairs and software updates needed for the division. Orders computer equipment and toner for Xerox and other printers.
Initiates travel requests, book flights and hotels, creates itineraries, and sets up international data plans. Creates expense claims for mileage.
Serves as the primary liaison to the Operations Department. Coordinates office moves, meeting setups, and equipment needs for the division.
Regularly checks the department archives for accuracy. Archives documents as needed. E-files SVP email attachments regularly.
Advises the head of the division on financial, administrative, and human resource matters and identifies needs and problem areas.
Other duties as assigned by the Senior Vice President, Strategic Engagement, and organizational needs.
This position has the following requirements:
Bachelor's degree preferred.
Position requires three years of experience in a comparable role. Experience working with museums or other cultural institutions is a plus.
A valid California Driver License and Personal Automobile Liability Insurance or the ability to utilize an alternative method of transportation needed to carry out job-related essential functions.
Must be able to, or must quickly learn how to, utilize accounting software to process expense reports and invoicing, and pull reports from the general ledger.
Ability to comprehend budget reports, and generate reports for SVP and department directors that capture the status of the budget in a clear and concise manner.
Demonstrated excellence in oral and written communication. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to write reports, itineraries, and business/professional correspondence.
Must act with integrity and an ability to carry oneself with the demeanor, professionalism, and flexibility needed for the position and its interaction with others.
Ability to be a team player and work with others across the organization. Ability to collaborate effectively with all levels within an organization.
Must possess initiative, strong personal work ethic, and good judgment.
Able organize and prioritize work independently in order to meet agreed-upon deadlines. Able to work under pressure and within tight deadlines, and manage multiple projects and tasks at the same time.
Must be extremely organized and willing to help keep others organized.
The Natural History Museum of Los Angeles County is especially interested in candidates whose background and experience have prepared them to contribute to our commitment to engagement and inclusion at culturally diverse audiences in museum and in sciences.
The Natural History Museum of Los Angeles County is seeking applicants who have demonstrated experience and commitment working with a diverse community. Salary is commensurate with experience plus excellent benefits. This is a full time regular, non-exempt position.
A cover letter, current resume, and list of 3-4 references are required for all applicants. Review of applications begins immediately and continues until position is filled. Interested candidates please visit www.nhm.org/jobs and click the link of the position for which you are interested or go directly to the online application.
The Natural History Museum of Los Angeles County is an Equal Opportunity Employer.