Administrative Assistant II, Museum

Administrative Assistant

The Skirball Cultural Center seeks a collaborative, detail-oriented team player to serve as the Administrative Assistant in the Museum Department. Reporting to the Museum Director, the Administrative Assistant is responsible for providing administrative, organizational, and fiscal management support to the Museum Director, Deputy Director, Chief Curator, and other members of the Museum Department.

The compensation for this full-time position is $23/hour.

Responsibilities:

• Schedule both virtual and onsite meetings for the Museum team, often involving multiple Skirball departments and outside stakeholders. Maintain the Museum Department calendar. Attend meetings and take notes for circulation as assigned
• Organize, track, and respond to all incoming exhibition acquisition proposals using Microsoft Teams
• Forward correspondence regarding the museum collection to the registrars and curators as relevant.
• Serve as the main liaison between the Museum and the Finance Department to process, track and reconcile all invoices, payments, purchases, vendor contracts, department credit card purchases and reconciliations, petty cash disbursement and replenishments and other financial transactions; prepare budget reports as needed for review by the Museum Director, Deputy Director, and Exhibitions Coordinator
• Assist the Deputy Director and Exhibitions Coordinator in tracking all contracts, invoice vendors, and partner institutions
• Serve as the first point of contact for the Museum, fielding all general inquiries via telephone and email, and greeting guests as needed
• Prepare a wide variety of routine correspondence, forms, reports, and spreadsheets using various databases and software applications
• Manage general office operations, including office-space maintenance, mail sorting and distribution, supply orders, and equipment repairs or replacement
• Coordinate and book all department staff travel; generate travel memos as assigned
• Track and maintain institutional memberships
• Assist in general exhibition coordination
• Work with the Development team to compile Museum Department guest lists for exhibition openings and other public-facing events using Altru database; greet and check guests in during exhibition openings
• Manage collaborative project files using Microsoft Teams; enforce Microsoft Teams workflows and protocols
• Organize and maintain digital and physical department files and records

Qualifications, Experience, and Attributes:

• 2+ years of administrative/clerical experience
• Bachelor's degree, with some coursework in the humanities
• Strong attention to detail and deadlines; proven ability to prioritize tasks, resolve problems, exercise good judgment, take initiative, be flexible, multitask, and manage a changing and varied workload
• Excellent verbal and written communication skills
• Team player with a positive, professional demeanor and a proactive mindset; demonstrated success working well with others and independently, and managing multiple projects at once
• Prior experience working with budgets and finance is strongly preferred