Administrative Coordinator
2 weeks ago
The Broad is dedicated to enhancing public engagement with contemporary art. Established in 2015 in downtown Los Angeles by philanthropists Eli and Edythe Broad, the museum provides complimentary general admission and hosts a dynamic array of special exhibitions and innovative live events within a striking architectural space designed by Diller Scofidio + Renfro. With an annual attendance of approximately 900,000 visitors, The Broad serves as a vibrant cultural hub and is home to one of the world's foremost collections of postwar and contemporary art, which continues to expand with new artists and works. The museum also functions as the headquarters for The Broad Art Foundation's global lending library, which has facilitated the loan of collection pieces to museums worldwide since 1984. To further enhance accessibility, The Broad is set to embark on a significant expansion project.
The Broad's unique approach to the museum experience has successfully attracted a diverse and youthful audience, with over 60% of visitors identifying as Black, Indigenous, and People of Color (BIPOC), and 60% being under the age of 35.
POSITION OVERVIEW
The Administrative Coordinator offers high-level support to two key leaders within the museum: the Chief Operating Officer (COO) and the Chief Strategy Officer (CSO). This role is essential in managing the administrative functions necessary for the COO and CSO to optimize their time and ensure they have the requisite information and materials to fulfill their responsibilities effectively.
The Administrative Coordinator will engage in a variety of support tasks, including but not limited to: calendar management, prioritizing and addressing incoming requests via email and other communication channels, arranging travel, assisting with project management, and preparing reports and presentations. Candidates should exhibit experience in supporting senior executives with complex and sensitive matters, possess the ability to handle confidential information with discretion, and demonstrate exceptional organizational and time management skills, along with a keen attention to detail.
At The Broad, we are committed to making contemporary art accessible to all. We strive to foster an inclusive and welcoming environment for our visitors and staff alike, and we actively seek candidates who align with our values.
KEY RESPONSIBILITIES
• Provide comprehensive administrative support by anticipating and addressing the needs of the COO and CSO, implementing timely solutions.
• Manage the schedules of the COO and CSO, ensuring seamless execution of meetings, deadlines, and presentations.
• Organize and synchronize the efforts of the COO and CSO by monitoring commitments and deadlines, attending key planning meetings to document discussions, conclusions, and follow-up actions, and tracking the status of assigned tasks.
• Facilitate Board meetings, including logistics and minute-taking.
• Assist with contract management, maintaining an accurate inventory of contracts.
• Process invoices and expense reports for reimbursement.
• Act as a delegate for time tracking.
• As part of the administrative support team, responsibilities also include ordering supplies, maintaining office equipment, and providing general office support as needed.
• Perform additional duties as assigned.
QUALIFICATIONS
• Excellent judgment and strong communication, writing, and computer skills, along with effective presentation, negotiation, problem-solving, and conflict resolution abilities.
• Strong time management skills and meticulous attention to detail.
• Ability to maintain positive relationships with a diverse staff.
• Professional demeanor and capacity to remain composed under pressure.
• Experience in budget creation and management.
• Proven customer service skills and a commitment to integrity and honesty in the workplace.
• Ability to multitask and meet deadlines effectively.
• Demonstrated empathy, active listening, and critical thinking skills.
• A minimum of 5 years of professional experience in progressively responsible administrative roles within a fast-paced environment.
ADDITIONAL QUALIFICATIONS
• Commitment to fostering a diverse, equitable, inclusive, and accessible environment for all staff, contractors, vendors, and visitors.
PHYSICAL REQUIREMENTS
Ability to sit, bend, and reach, with occasional lifting and repetitive motions of wrists, hands, and fingers.
COMPENSATION AND BENEFITS
The salary range for this position is competitive.
Employees can expect to work a standard 40-hour week and are eligible for a comprehensive benefits package, including medical, vision, dental, employee assistance programs, paid vacation and holidays, sick leave, retirement plans, life insurance, and both short- and long-term disability coverage. Additional perks may include discounts at The Shop, free parking, or transportation stipends.
EQUAL OPPORTUNITY EMPLOYER
The Broad is an equal opportunity employer, committed to reflecting the diversity of Los Angeles in our staff and visitors. We ensure compliance with applicable federal and state laws in all employment practices.
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