Administrative Assistant- Executive Dept.

Job Description

Job Description

Administrative Assistant-Executive Dept.

The Natural History Museum of Los Angeles County was the first museum in L.A. to open its doors 107 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 values and endeavors to support diversity, equity, inclusion, and access within its organization and communities.

Candidates who identify as Black, Indigenous, or a Person of Color (BIPOC), neurodiverse, a woman, a person with disability, a veteran, and / or a part of the LGBTQAI+ community are welcome and encouraged to apply.

The Natural History Museum of Los Angeles County is seeking an Administrative Assistant for our Executive department. The Administrative Assistant works closely with the President and Director of the Natural History Museum and Provides general administrative and clerical support for the President / Director and Executive Office.

Primary responsibilities include, but not limited to, appointment scheduling, communication processing, word processing, filing, and other general office support.

Responsibilities for this position include, but are not limited to :

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 and escorts 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 memo, 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.

This position has the following 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.

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 museums 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.

Hourly range for this position is $21.55-$23.17 plus excellent benefits. This is a full time regular, non-exempt position.

The NHMLAC is establishing a COVID-19 vaccination mandate for staff, effective August 10, 2021. NHMLAC is requiring that all staff receive the vaccine for COVID-19 as a condition of employment.

Exemptions for documented medical reasons or a sincerely held religious belief may be requested.

A cover letter, current resume, and list of 3-4 references are required for all applicants. Review of applications begins immediately and continues until the position is filled.

Interested candidates please visit www.nhmlac.org / careers -our-museums 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.