Administrative Assistant, Public Programs

Skirball Cultural Center•Los Angeles, CA

10d

About The Position

The Skirball Cultural Center seeks a qualified candidate for the position of Administrative Assistant in the Public Programs Department. Reporting to the Vice President of Public Programs, this position supports the department in all aspects of producing programs and is central to ensuring smooth coordination between Public Programs, Visitor Experience, Operations, Hospitality, and the Skirball’s other departments.

Requirements

Previous experience in an administrative support role
Excellent verbal and written communication skills
Strong organizational skills and attention to detail, deadlines, and follow-through
Ability to exercise good judgment and manage a changing and varied workload
Ability to work some weekends and evenings
Prolonged periods sitting at a desk and working on a computer.
Prolonged periods of standing and/or walking around.
Must be able to lift up to 15 pounds.

Responsibilities

Monitor expenses to department budget; process invoices and check requests; maintain petty cash; organize and reconcile monthly departmental credit card transactions
Prepare a wide variety of routine correspondence, forms, documents, reports, mailings, and other lists
Gather and organize information and materials for presentation; provide information to the public and internally to the Skirball
Assist Adult Education program associate with coordination and distribution of class discussion guides, instructor rosters and other materials as needed
Support Adult Education program associate with coordination and distribution of instructor contracts as needed
Support Adult Education program associate with coordination of classroom logistics, including A/V technology needs, classroom coverage and other day-of-class needs
Create, maintain, and update department databases and files
Draft, edit, and compile copy for publication on the website, press releases, etc.
Coordinate and actively participate in staff meetings: prepare agenda, take notes, and distribute minutes; organize and coordinate planning meetings and training sessions
Maintain calendars, schedule program, department, and supervisor appointments as directed
Act as department receptionist; meet, greet, and escort visitors; respond to telephone calls; check and respond to emails
Supervise the receipt and distribution of incoming and outgoing mail
Order and store office supplies; coordinate maintenance, repair, and/or replacement of office equipment
Coordinate travel arrangements and associated expenses for team members as well as artist travel and accommodation
Assist in the administration and operation of programs and special events as needed