Executive Assistant / Board Liaison – Museum of Latin American Art (MoLAA) – Long Beach, CA

The Museum of Latin American Art (MOLAA), located in downtown Long Beach, is searching for an Executive Assistant to the museum’s President and CEO. The Museum is seeking to hire a professional, courteous, and extremely well organized individual to provide administrative support to the President. The candidate must be able to handle confidential matters discreetly.

Responsibilities
• Works closely with the President/CEO to coordinate all aspects of Museum matters
• Maintains the day-to-day organization of the executive office, including the maintenance of files and materials
• Responsible for keeping the President’s calendar, will include scheduling meetings and coordinating travel arrangements
• Schedule senior staff meetings as well as managers’ meetings on calendar
• Prepare agenda for senior staff meetings and board meetings
• Serves as a communication liaison between the President and all levels of internal staff
• Coordinates Board of Directors, committees, and staff meetings
• Prepares meeting minutes
• Acts as representative of the President and participates in planning and operation of various Museum events
• Completes special projects as assigned, and keeps President abreast of significant matters as appropriate
• Manages visitors and determines whether they should be given access to the President
• Works closely with Development
• Maintains a solicitation tracking system that includes scheduling cultivation activities and progress notes. Assists fundraisers in establishing and maintaining relationships through appointment scheduling, assistance with correspondence and follow-up activities
• Creates and maintains inter-office correspondence to staff and committees
• Prepares reports and presentations on behalf of President
• Process accounts payable for Executive Office
• Handles matters with utmost confidentiality
• Other duties as assigned

Knowledge, Skills, and Abilities
• Minimum of 4-5 years administrative experience required; experience in an arts organization or non-profit field preferred
• Strong computer skills with the ability to produce accurate documents in a well-designed and attractive format
• Knowledge of use of equipment to conduct conference calls
• Ability to communicate effectively both verbally and in writing with all levels of management and staff; strong interpersonal skills
• Ability to be diplomatic and discreet in handling highly confidential information
• Advanced knowledge of Microsoft Word, Excel, PowerPoint, Outlook; Visio and Gantt charts helpful
• Raisers Edge experience preferred; experience in Development highly desirable
• Excellent organizational skills including strong attention to detail and deadlines
• Knowledge of proper filing techniques and office functions
• Excellent interpersonal and customer service skills with the ability to work cooperatively with a culturally diverse group of people
• Ability to foster and maintain a spirit of unity, teamwork and cooperation among all staff
• Excellent verbal and written communication skills required
• Must be deadline-driven
• Must be able to adapt to changing priorities as needed
• Bilingual Spanish is a plus
• Bachelor degree in public administration, liberal arts or related field highly preferred

Compensation
This position offers a generous benefit package including 13 paid holidays, paid vacation and sick, health and dental insurance, optional vision coverage, and a Simple IRA plan with an employer match. Compensation depends on experience.

How to apply

If you are interested in this position please send resume, cover letter and salary history to jobs@molaa.org.

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