Senior Coordinator, Museum Executive Office

Los Angeles, CA

Full Time

Executive

Mid Level

Department: Museum Executive Office
Reports to: Director and President, Academy Museum of Motion Pictures and Academy Collection
Job Type: Regular – Full-Time
Job Classification: Hourly (Non-exempt)
Workplace Location: Los Angeles – Academy Museum
Compensation: $23.00 - $25.00 per hour

Summary/Objective:
The Senior Coordinator will provide administrative and logistical coordination support to the Executive Office, reporting to the Director and President and working closely with the Executive Assistant to support the day-to-day operations of the office. This includes project coordination, administrative workflow, scheduling logistics, meeting and travel coordination, and handling a large volume of routine communications and materials. We are seeking a well-organized, detail-oriented, proactive, resourceful, and efficient individual who can anticipate routine needs, manage competing priorities, and work cooperatively with all levels of staff and external stakeholders.

Essential Functions of the Job:

Prepare and assist with internal and Executive Office communications, including presentations/decks, letters, signature needs and other correspondence, tailoring content and concepts based on audience.
Coordinate and prioritize the logistic and administrative needs of the Director and President and the Executive Office.
Answer incoming calls and emails, relay messages, answer questions, clarify information, respond to requests, resolve problems, and refer to the appropriate staff, engaging as a key liaison representing the Executive Office.
Coordinate meetings, take notes, and follow up with action items.
Manage administrative support of the Director and President, with oversight from and in collaboration with the Executive Assistant, including heavy calendars, travel, expense reports, accounting reconciliations, and the internal and external coordination of all logistics for a variety of executive meetings and needs.
Create prep documents for meetings, as needed.
Assist the Executive Assistant in tracking and organizing reviews and deadlines for the Director and President, helping to manage spreadsheets, grids and forms.
Provide support to the Executive Assistant as requested.
Provide support to the Director and President at events.
Coordinate with and welcome visitors on behalf of the Executive Office and facilitate in-person engagements and needs for the Director and President.
Develop and maintain Executive Office files, CRM, and workflow databases for efficient management and sharing of information.
Manage extensive Executive Office gifting.
Attend meetings as needed and manage follow-up accordingly.
Arrange travel and create travel itineraries for the Director and President.
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.
A minimum of 2 years supporting a C-suite executive in the film industry, museum field, or related.
Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint).
Excellent project coordination skills with demonstrated ability to multitask and adapt to changes in priorities and schedules while working under high pressure of deadlines in a fast-paced environment.
Analytical problem-solving capabilities to lead fact-based decisions and solutions.
Demonstrated high-level 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.

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

@museumLI

Apply for this position

Required*

First Name*

Last Name*

Email Address*

Phone*

Address

Resume*

We've received your resume. Click here to update it.

Attach resume or Paste resume

Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

Cover Letter*

Please enter the name of the specific source where you learned about this position.*

Are you legally authorized to work in the United States?*

Will you now or in the future require sponsorship for employment visa status (e.g. H-1B visa status)?*

Do you have a minimum of 2 years supporting a C-suite executive in the film industry, museum field, or related?*

What are your salary expectations and ideal salary? Please do not list “negotiable” or related.*

Are you able to perform the “essential functions” of the job for which you are applying (with or without reasonable accommodation)?

NOTE: This question is not designed to elicit information about an applicant’s disability. Please do not provide information about the existence of a disability, particular accommodation, or whether accommodation is necessary. These issues may be addressed at a later stage, to the extent permitted by law.*

The following questions are entirely optional.

To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.

Gender

Race/Ethnicity

Human Check*

Submit Application

Thanks for visiting our Career Page. Please review our open positions and apply to the positions that match your qualifications.

Senior Coordinator, Museum Executive Office

Apply for this position