Education & Public Programs Coordinator

Museum Associates•Los Angeles, CA

4d•$28 - $31•Onsite

About The Position

Reporting to the Senior Vice President of Education, Public Programs, and Regional Partnerships, the Education & Public Programs Coordinator provides high-level, confidential support to the SVP. In addition to managing the SVP’s calendar, travel logistics, and daily administrative needs, this position works collaboratively with all levels of management and staff to support Education, Public Programs, and Regional Partnership projects.

Requirements

Bachelor’s degree or equivalent combination of education and experience, preferably in art history, museum education, or museum studies.
Minimum 3 years of related administrative experience, preferably in an art museum.
Excellent organizational, communication, writing, proofreading, and interpersonal skills with exceptional attention to detail.
Proficiency in Google Suite, Microsoft Office Suite, and Zoom, and a minimum typing speed of 50 wpm.
Must be able to work occasional extended hours and weekends.
Knowledge of Los Angeles’ local community, art, history, and culture and local, national and international arts patrons, funders, leaders, professionals, dealers and artists, or proven aptitude for comprehending quickly and operating within a complex network of high-level stakeholders.
Demonstrated experience collaborating effectively across departments and organizational levels in a professional environment.
Demonstrated experience managing multiple concurrent priorities and deadlines while handling sensitive or confidential information appropriately

Responsibilities

Oversee the Senior Vice President’s complex calendar, proactively auditing schedule conflicts, organizing meeting requests, and protecting strategic focus time.
Coordinate all executive travel, including domestic and international flights, lodging, ground transportation, and daily itineraries.
Organize meeting logistics across virtual and in-person settings, including creating Zoom links, handling calendar invites, preparing agendas, and attending meetings to record notes and action items as needed.
Conduct research, compile data, and prepare papers, correspondence, and presentations to support the SVP’s projects, programs, exhibitions, and fundraising efforts.
Serve as an active daily timekeeper for the SVP, managing meeting transitions to ensure punctual attendance and on-time departures.
Assist with VIP visitors and tour requests, including greeting and guiding visitors and managing refreshments, ticketing, parking validations, and reservations as needed.
Handle financial and operational processing, including expense reports, travel reimbursements, vendor invoices, office supply purchasing, facility/IT work orders, and general administrative correspondence.
Proactively anticipate the SVP’s administrative needs to ensure the seamless daily operation of the Executive Office.
Manage incoming calls, voicemails, mail, and email on behalf of the Education & Public Programs department.
Collaborate with Development to plan, schedule, and document meetings and outings for the Board of Trustees Education Committee.
Assist with planning and facilitating internal activities and discussions for the Education & Public Programs department.
Perform other duties as assigned in support of departmental and institutional goals.