Executive Assistant, Director and President

Job Description

Job Description

Department: Museum Executive Office
Reports to: Director and President, Academy Museum of Motion Pictures and Academy Collection
Job Type: Regular – Full-Time
Job Classification: Salaried (Exempt)
Workplace Location: Los Angeles – Academy Museum
Compensation: $70,000.00 - $73,000.00

Summary/Objective:
The Executive Assistant will provide a full range of high-level services in support of the Museum’s initiatives. This includes project and office management, maximizing the effective operation of the Executive Office with respect to workflow, scheduling, budget, communications, and events. This role requires a well-organized, detail-oriented, proactive, resourceful, and efficient individual who can anticipate needs and work cooperatively with all levels of staff and external stakeholders.

Essential Functions of the Job:

• Serve as a key liaison to the Director and President of the Academy Museum, handling special projects and ad hoc incoming requests as they arise.
• Facilitate and prioritize strategic support of the Executive Office, aiding the Director and President in meeting goals.
• Partner with relevant teams to strategically prioritize and coordinate the Director's and President's external engagements and digital presence, ensuring alignment with fundraising, donor cultivation, and trustee engagement goals.
• Develop internal and Executive Office communications, including letters and other correspondence, executive presentations/decks and messaging guidance for the Director and President, tailoring content and concepts based on audience.
• Work in collaboration with the Senior Coordinator, Executive Office, and provide day-to-day guidance and support on administrative and logistical tasks, including heavy scheduling, travel, expense reports, accounting reconciliations, and the internal and external coordination of all logistics for a variety of executive meetings, providing support as needed.
• Track and organize reviews and deadlines for the Director and President.
• Attend meetings as needed and manage follow-up accordingly.
• Answer incoming calls and emails, relay messages, answer questions, clarify information, respond to requests, resolve problems, and refer to the appropriate staff.
• Administer (scheduling, meeting preparation, coordination, communication, documentation) of the Inclusion Advisory Committee and Academy Museum Board committees as needed.
• Oversee the executive office budgeting process, coordinate with the finance team and appropriately track and manage expenses.
• Coordinate with and welcome visitors on behalf of the Executive Office.
• Conduct research on various Executive Office initiatives or projects, as requested.
• Serve as a liaison to the Executive Office, establishing and maintaining relationships while ensuring confidentiality of sensitive and proprietary information.
• Arrange travel and create travel itineraries for the Director and President in conjunction with the Senior Coordinator, as needed.
• Develop and maintain Executive Office files, CRM, and workflow databases for efficient management and sharing of information.
• Provide support to the Director and President of the Academy Museum at events.
• Other duties and special projects as assigned.

Required Competencies:

• A bachelor's degree is required; an equivalent combination of education and experience will be considered in lieu of the degree.
• 4+ years supporting a C-suite executive.
• Experience working discreetly and professionally with local and international high-level executives, VIPs, membership, board members, artists, and donors.
• Project management experience with demonstrated ability to multi-task and adapt to changes in priorities and schedules while working under high pressure of deadlines in a fast-paced environment.
• Advanced knowledge of Microsoft Office (Word, Excel, PowerPoint).
• Analytical problem-solving capabilities to lead fact-based decisions and solutions.
• Ability to identify meeting participants, take meeting notes, and interact professionally with numerous and diverse populations including consultants, staff, and the public.
• Demonstrated a high level of maturity and trust in working with all levels while managing confidentiality without exception.
• Ability to exercise excellent judgment and maintain composure in high-stress situations.
• Outstanding communication skills, written and verbal.
• A commitment to diversity, equity, accessibility, and inclusion.

Preferred Qualifications:

• Knowledge of CRM preferred.

Required Vaccination: Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture .

Our Benefits:

• Comprehensive medical, dental, and vision coverage.
• 15 days of PTO, plus company-paid holidays.
• Additional time off including summer hours, winter hours, and a cultural floating holiday.
• Paid sick leave.
• Paid parental leave.
• 401k retirement plan with a company match.
• Clean Air Commuter Program.
• Employee Assistance Program through ComPsych Guidance Resources.
• Wellness benefits through Cigna Healthcare.
• Free access to 16,000+ online courses through LinkedIn Learning.
• Free Academy membership screenings.
• Free tickets and screenings at the Academy Museum.
• Employee discounts through LifeMart and Working Advantage.

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