People and Operations Coordinator

NORTON MUSEUM OF ART INC•West Palm Beach, FL

13d•Hybrid

About The Position

The People & Operations Coordinator reports to the Chief Operating and People Officer (COPO) to provide administrative support and coordinate operations for the People and Operations departments. They will direct the general office workflow, manage extensive calendaring, reporting, and budgeting; organize high volumes of email; and handle inquiries from a wide range of people including staff, Board and committee members, vendors, and community partners. The People and Operations office oversees a team of 50 individuals encompassing Human Resources, Facilities, IT, and Security.

Requirements

Bachelor’s degree or equivalent experience in a related field.
Minimum 5 years’ related work experience required
Proven experience as an executive assistant or in a similar administrative role.
Proficiency in Microsoft Office Suite and scheduling tools (e.eg. Outlook)
Strong organizational, problem solving, and time management skills.
Experience creating, documenting, and improving administrative or operational processes.
Excellent written and verbal communication skills.
Ability to handle multiple priorities and meet deadlines in a fast-paced environment.
Discretion and the ability to maintain confidentiality
Proactive, resourceful, and able to think critically and take initiative.
Familiarity with budget and expense reporting.
Capacity to collaborate and be part of a team as well as work independently.
Experience in event planning or coordination.

Responsibilities

Manage and maintain COPO calendar, schedule meetings, appointments, and travel arrangements.
Administrative support of four COPO direct reports as needed
Prepare and edit correspondence, reports, presentations and other documents.
Organize and coordinate meetings, including preparing agendas, taking minutes, and follow up on action items for staff committees and Board committees, including but not limited to People & IDEA Committee, Facilities/Building Committee, Risk & Audit Committee, All-Staff Meetings, Museum Inclusion Committee (MIC), People and Operations Management meetings, etc.
Attend, take notes, and report on weekly Ops in Focus meetings
Serve as primary point of contact for internal and external stakeholders on all matters pertaining to the COPO office.
Screen and manage calls and inquiries, ensuring timely responses and prioritization of tasks.
Draft and distribute correspondence on behalf of the COPO.
Distribute any all-staff correspondence.
Assist with special projects and initiatives, ensuring timely execution and delivery.
Conduct research and compile data to support decision-making processes.
Oversee monthly management of People and Operations budgeted expenses and support budget goals.
Submit expenses to Finance on behalf of the COPO and reporting departments (Security, IT, Facilities, and HR) and support accounts payable needs for team.
Maintain office supplies and other common area supplies and ensure the COPO office operates smoothly.
Organize, coordinate, and set up events, conferences, and meetings, both on-site and off-site.
Arrange logistics, such as venue selection, catering, vendor selection, technical support, etc.

Benefits

Medical
Dental
Vision
Worksite plans & Additional Life Insurance
Basic Life Insurance and AD&D, employer paid
Short-term Disability Insurance, employer paid
Flexible Spending Accounts and Health Savings Accounts
401(k) retirement plan and 2% employer match
Considerable paid time off, plus 4 additional discretionary days, and 9 recognized holidays
Flex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period.
20% discount for staff in the Museum store
10% discount at The Restaurant
Membership to the ROAM Museum network