Senior Admin Assistant, Operations

Job Description:

Principal Responsibilities:

Administrative Support to the Chief Operations Office

• Support the Chief Operating Officer and divisional staff on informational, administrative, and organizational matters
• Assess and prioritize the urgency and importance of situations and take appropriate action
• Provide high-level administrative support by managing informational, administrative, and organizational matters, including research, compiling and organization of information.
• Perform general administrative duties such as filing, copying, supply ordering and tracking, and general data entry
• Assist with scheduling of meetings and space reservations
• Prepare and process Chief Operating Officer's business expense reports.
• Coordinate travel plans including transportation and accommodations, including airfare, train, rental cars, hotel, Airbnb, etc.
• Manage high-volume calendar, prioritizing meetings and controlling the overall timetable of the Chief Operating Officer's workflow; continuously review the schedule to build in appropriate time for breaks, travel, and pre-meeting preparation.

Project & Administrative Support to the Operations Departments

• Act as liaison between staff
• Coordinate special projects as instructed
• Develop, organize, monitor, and maintain organizational systems
• Prepare and process departmental invoice approvals
• Support the onboarding of new staff
• Assist with organization and execution of departmental events
• Support financial close process monthly for Ops team

Communications

• Field/answer all routine and non-routine questions in timely matter, work in cooperation with other support staff
• Check, collate, and respond to incoming communications through various channels as appropriate

Scheduling

• Manage calendar systems including appointments, timely confirmations, and notifications of stakeholders using museum systems
• Establish appointment priorities or reschedule appointments or invitations.
• Schedule team meetings. Work with division staff to create agendas for team meetings and team updates
• Book meeting rooms through the appropriate software
• Facilitate internal and external catering for events as needed
• Handle incoming requests promptly, aligning them with executive priorities, and adapt as necessary to accommodate rapidly changing circumstances
• Establish appointment priorities or reschedule appointments or invitations using considerable judgment and discretion

Office Management

• Create and manage an organized and accurate digital and physical file system.
• Maintain office protocols. Advise supervisor regarding the need for revisions in administrative procedures and policy when necessary
• Maintain an organized and accurate system of record retention

Travel

• Coordinate travel plans including transportation and accommodations for Interim Chief Operating Officer
• Arrange and prepare detailed travel schedules, book flights, hotels, and transportation

Additional Responsibilities:

• Serve as back-up to other museum administrative support staff as needed
• Operate with quick and agile execution to maximize mission-related impact
• Develop and maintain a professional relationship with staff, guests, volunteers, board members, and all stakeholders of the museum
• Other duties as assigned

Qualifications and Skills:

Education, Training, and Traits:

• Experience in managing projects with diverse constituents and dynamic direction
• Experience in marketing, business administration, accounting, finance or another related field
• Minimum of two years college coursework; or two years of specialized training in office procedures or related field
• Working knowledge of generally accepted office management procedures and practices
• Highest ethics as they relate to all aspects of business practice
• Enthusiasm about being a member of a team a major art museum with a strong guest-centered community dynamic
• Ability to understand and maintain the highest levels of confidentiality
• Adaptable to change - ability to understand the big picture and plan effectively for future needs
• Very flexible and helpful; occasional evening and weekend hours are required
• Flexible and helpful; willingness to work evenings and weekend hours if required
• Willingness to travel if needed

Work Experience

• Minimum of three (3) years relevant administrative and project management experience; nonprofit experience preferred

Licenses and Certifications:

• Valid driver's license with clean driving record

Skills and Abilities:

• Exemplary written, verbal, and listening communication skills and a demonstrated ability to communicate clearly and professionally
• Basic understanding of P&Ls and budgets
• Effective interpersonal skills and ability to build consensus
• Demonstrated understanding and use of diplomacy
• Self-directed, able to work independently and effectively
• Demonstrated organizational planning, problem-solving and collaboration skills
• Ability to handle multiple tasks simultaneously
• Proficient in use of Microsoft Office applications to include Word, Outlook, Excel, and Powerpoint.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee is required to travel independently (approximately 25% of time) within museum office and spaces, and in the communities served. In the work environments described below, position requires verbal and written conversation with others, sitting, standing, walking, reaching, lifting/moving objects up to 25 pounds, and use of hands to finger, handle, or feel objects, tools, or controls. The position occasionally requires standing, walking, and speaking for an extended period of time. Vision abilities required by the job include close vision.
  
• Work Environment: Work will be performed in an office environment, museum spaces, , and in the communities served. Frequent overnight travel (sometimes international travel) is required. While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually low to moderate.