Executive Assistant

Museum Associates•Los Angeles, CA

3d•$60,000 - $70,000•Onsite

About The Position

Reporting to the Senior Vice President of Strategic Partnerships, the Executive Assistant provides comprehensive administrative management for the SVP. This role supports every element of the SVP's diverse portfolio, including Development, Museum Retail, and Museum Restaurant concepts, with board relations serving as a key area of focus. In addition to managing the SVP's calendar, travel logistics, and daily administrative needs, this position works in close partnership with the Senior Manager to support board relations and campaign logistics, operations, and administrative workflows.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
Minimum 3 years of progressively responsible administrative, executive support, or project coordination experience.
Excellent organizational, communication, and interpersonal skills with exceptional attention to detail.
Demonstrated ability to manage multiple priorities while exercising sound judgment and discretion.
Ability to work effectively with senior leadership, trustees, donors, colleagues, and external stakeholders.

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, and preparing agendas.
Serve as an active daily timekeeper for the SVP, managing meeting transitions to ensure punctual attendance and on-time departures.
Greet visitors and oversee VIP hospitality, managing guest refreshments, gift packages, parking validations, and arrivals.
Handle financial and operational processing, including expense reports, corporate card reconciliations, 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.
Provide administrative support for board relations & campaign activities in coordination with the Senior Manager.
Handle operational and financial processing for board & campaign projects, including vendor invoices, supply purchasing, and facility/IT work orders.
Coordinate administrative aspects of Board of Trustees and committee meetings, including scheduling, logistics, and follow-up.
Prepare trustee correspondence on behalf of Senior Vice President for review and distribution.
Maintain Board calendars, trustee records, contact lists, distribution lists, and related administrative systems.
Coordinate board & campaign mailings.
Assist with trustee onboarding, stewardship activities, and other board relations projects as assigned.