Executive Assistant to the Chief Development Officer, Museum of Contemporary Art, Los Angeles

Shannon Morin

Executive Assistant to the Chief Development Officer

 

​Overview

The responsibilities for the Executive Assistant to the Chief Development Officer include supporting the Chief Development Officer by drafting correspondence, screening calls and visitors, coordinating travel arrangements, maintaining daily schedule and calendar, sorting and screening mail, organizing files and databases, responding to inquiries, and serving as liaison to other museum departments, museums, galleries, collectors, artists, and trustees.  The Executive Assistant to the Chief Development Officer also acts as the primary internal contact for questions regarding the Board of Trustees and committees.  The position will be responsible for meeting all deadlines related to the Board and committee meetings and will ensure that the needs of the Board are responded to in a timely manner.

​Requirements

3–5 years of related administrative experience; excellent organizational, oral, and written communication skills; a demonstrated proficiency for handling simultaneous administrative tasks. Proficiency in Microsoft Outlook, Word, Excel and Powerpoint, and a minimum typing speed of 50 wpm. Proven ability to interact in a courteous and professional manner with management, staff, the Board of Trustees, and members of various committees. Ability to exercise diplomacy skills, maintain confidentiality, and carry out projects with minimal instruction. Excellent organizational, proofreading and prioritization skills required.  Detail-oriented with a crucial attention to accuracy in all content. Effective problem-solving abilities and sound, logical decision-making skills required.  Strong interpersonal skills and must be able to work calmly and effectively under pressure and meet critical deadlines.  Must be able to work occasional extended hours. Possession of a bachelor’s degree in Communications, English, Art, or a related field. Preferred: general knowledge of art and an understanding of the organizational structure and procedures at a museum or other non-profit arts institutions; basic knowledge of museum bylaws

Essential Functions

• Prepares all Board and committee meeting minutes and agendas in consultation with the Board Chairs, Director, CFO/COO, and all staff point persons for committees; preparing materials for Board meetings as necessary; mailing of all correspondence and meeting notices to the Board of Trustees.
• Arranges for all meetings of the Board of Trustees, including preparing records and attendance at meetings, and notification of newly elected and/or appointed committee members.
• Notifies appropriate staff of election/appointment of new committee members and Trustees.
• With supervision from the Chief Development Officer, drafts formal welcome letters and create information packets for new committee members and Trustees; notifying new committee members and Trustees of upcoming meeting dates and related information.
• Organizes and coordinates the planning and scheduling and confirming meetings and appointments.
• Prepares and edits correspondence, reports, proposals and presentations.
• Manages incoming calls and mail.
• Coordinates expense reimbursements.
• Makes travel and guest arrangements.
• Assists with staffing development events as needed.
• Plans all aspects of board meetings including printing and mailing of invitations, tabulating responses, preparing agenda and taking minutes.
• Sets meeting dates for Board of Trustees meeting and committees meeting preparing and mailing of notices, reporting responses and making all arrangements necessary for the meetings; may be asked to attend meetings and prepare drafts of minutes; circulating drafts to appropriate officers and/or department heads and incorporating revisions into final draft.
• Works with other departments on various projects.

Physical Demands

While performing the essential functions of this job, the incumbent must be able to do the following: sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height.  Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus.  Must be able to visually inspect work.  Manual dexterity to operate computer and other office equipment required.  Heavy usage of computers and phones required.

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.

Application

Email resume, cover letter, and salary requirements to HR@moca.org. Please include "Executive Assistant to the Chief Development Officer" in the subject line. Upon receipt of your resume, we will send you a confirmation email. Due to the volume of resumes we receive, we regret that we are unable to respond to phone calls and emails regarding the status of employment applications.