Executive Assistant, External Affairs Portfolio

May 7

Lucas Museum of Narrative Art

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A new museum dedicated to the art of visual storytelling under development in Los Angeles

narrative art

51 - 200

Description

• Responsible for planning, implementing, and directing all aspects of museum administration in collaboration with the Deputy Director • Conduct research, prepare materials, and follow up on outstanding matters related to the museum's operations • Manage the Deputy Director's schedule, travel arrangements, and confidential materials • Coordinate with internal and external stakeholders to ensure effective communication and execution of strategic priorities • Support the division's financial management through budgeting, expense reporting, and monitoring of portfolio goals

Requirements

• Bachelor’s degree from an accredited college or university required, preferably in art, art history, museum studies, marketing or closely related field • At least two (2) years prior administrative support experience required, preferably at the C-level, and/or start-up or arts institution environment • Competent and proficient knowledge of the Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and project management software such as Airtable or Asana

Benefits

• Creation and assignment of tasks and projects in anticipation of Deputy Director office needs • Work closely with the Deputy Director and members of the External Affairs team to prepare all presentation materials, including PowerPoint presentations. This includes collaborating on strategy documents and creating strategy decks when necessary • Coordinate with the External Affairs team to ensure alignment and consistency in presentation materials across the department • Lead External Affairs portfolio budgeting process, both annual overview and monthly reporting • In partnership with the Deputy Director, help monitor and report on the execution of the portfolio’s strategic priorities • Manage Deputy Director’s correspondence, calendar, scheduling, meetings, and all related requests and routing of items as appropriate. Considerable discretion and confidentiality and ability to prioritize in alignment with portfolio goals in vetting requests required • Manage Deputy Director’s business travel, including reservations, itineraries, and scheduling meetings • Establish and manage systems and set-up, in coordination with external vendors and experts as necessary • Liaison with entire organization, especially the CEO/ Director’s office, HR, Finance, IT and external partners • Prepare expense reports for Deputy Director and support portfolio in timely execution of all finances • Proactively manage and assist with scheduling and meeting logistics, including preparing for technical requirements, drafting agendas, ordering food, etc. • Oversee and perform special projects, research assignments, and other duties as assigned • Provides high level confidential support relating to Deputy Director’s professional responsibilities • Evaluation of incoming requests, material, responses and best possible scheduling opportunities for Deputy Director’s review and consideration