Administrative Assistant- Executive Dept.

$44,824 - $48,194/Yr

Natural History Museum Of Los Angeles County Foundation - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

1-10 employees

Museums, Historical Sites, and Similar Institutions

About the position

The Natural History Museum of Los Angeles County, a historic institution with over a century of service, is entering an exciting new phase as it embarks on various building projects, community outreach initiatives, and innovative audience engagement strategies. The museum is committed to diversity, equity, inclusion, and access, actively encouraging applications from candidates who identify as Black, Indigenous, or a Person of Color (BIPOC), neurodiverse, women, individuals with disabilities, veterans, and members of the LGBTQAI+ community. The Administrative Assistant for the Executive Department will play a crucial role in supporting the President and Director of the museum. This position involves providing comprehensive administrative and clerical support, ensuring the smooth operation of the Executive Office. The Administrative Assistant will be responsible for scheduling appointments, processing communications, managing word processing tasks, filing, and offering general office support. The role requires a high level of professionalism and integrity, as the assistant will interact with various stakeholders, including external guests and internal departments. Key responsibilities include scheduling meetings and events, coordinating travel arrangements, acting as a liaison between departments, screening calls, gathering data for reports, maintaining files, preparing presentations and correspondence, and submitting expense reports. The Administrative Assistant will also assist with additional duties as assigned by the Chief of Staff, adapting to the evolving needs of the organization. This position is essential for ensuring that the Executive Office operates efficiently and effectively, contributing to the museum's mission and goals.

Responsibilities

• Provides administrative support to the President/Director of the museum.
• Schedules meetings/events and provides logistical support including registration, refreshments, and audio-visual equipment.
• Arranges for parking for external guests and greets guests at the Security Desk, escorting them to the division.
• Coordinates travel arrangements for the President/Director.
• Acts as an inter-departmental liaison for the President/Director and Executive Office.
• Screens office callers and telephone calls, furnishes requested information, refers calls to more appropriate parties, and personally handles calls which do not require the attention of the supervisor.
• Gathers data for general information purposes or special reports, contacting other departments, employees, and external parties for needed information and drafts reports as requested.
• Creates and maintains physical and data files for the President and Director.
• Prepares presentations, memos, meeting agendas, meeting notes/minutes, email correspondence, and letters as directed.
• Replies to correspondence as directed.
• Drafts memos, letters, and reports as directed for review by supervisor.
• Prepares and assembles documents including copying and mail processing as necessary.
• Prepares and submits expense reports for President/Director and Chief of Staff.
• Other duties and responsibilities as assigned by the Chief of Staff dependent on organizational needs for the President/Director's Office, as well as providing temporary assistance to other departments with direction from Chief of Staff.

Requirements

• High school diploma, GED or equivalent required.
• Bachelor's degree in Business Administration or relative field of study highly preferred.
• Minimum of 3 years of prior administrative or coordinator experience required.
• Must act with integrity and an ability to carry oneself with the demeanor, decorum, and professionalism needed for the position and its interaction with others.
• Experience using a personal computer and with MS Office applications and G-Suite of applications.
• Experience using the Asana (or comparable) project management application preferred.
• Entry level accounting and finance classes or equivalents preferred.
• 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.

Nice-to-haves

• Experience using the Asana (or comparable) project management application preferred.
• Entry level accounting and finance classes or equivalents preferred.

Benefits

• Hourly range for this position is $21.55-$23.17 plus excellent benefits.
• Full-time regular, non-exempt position.
• COVID-19 vaccination mandate for staff, with exemptions available for documented medical reasons or sincerely held religious beliefs.