Job Description

The Skirball Cultural Center seeks a qualified candidate for the position of Administrative Assistant in the Public Programs Department. Reporting to the Vice President of Public Programs, this position supports the department in all aspects of producing programs and is central to ensuring smooth coordination between Public Programs, Visitor Experience, Operations, Hospitality, and the Skirball's other departments.

Responsibilities:

• Monitor expenses to department budget; process invoices and check requests; maintain petty cash; organize and reconcile monthly departmental credit card transactions
• Prepare a wide variety of routine correspondence, forms, documents, reports, mailings, and other lists
• Gather and organize information and materials for presentation; provide information to the public and internally to the Skirball
• Assist Adult Education program associate with coordination and distribution of class discussion guides, instructor rosters and other materials as needed
• Support Adult Education program associate with coordination and distribution of instructor contracts as needed
• Support Adult Education program associate with coordination of classroom logistics, including A/V technology needs, classroom coverage and other day-of-class needs
• Create, maintain, and update department databases and files
• Draft, edit, and compile copy for publication on the website, press releases, etc.
• Coordinate and actively participate in staff meetings: prepare agenda, take notes, and distribute minutes; organize and coordinate planning meetings and training sessions
• Maintain calendars, schedule program, department, and supervisor appointments as directed
• Act as department receptionist; meet, greet, and escort visitors; respond to telephone calls; check and respond to emails
• Supervise the receipt and distribution of incoming and outgoing mail
• Order and store office supplies; coordinate maintenance, repair, and/or replacement of office equipment
• Coordinate travel arrangements and associated expenses for team members as well as artist travel and accommodation
• Assist in the administration and operation of programs and special events as needed

Qualifications, Experience, and Attributes:

• Previous experience in an administrative support role
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail, deadlines, and follow-through
• Ability to exercise good judgment and manage a changing and varied workload
• Ability to work some weekends and evenings

Physical and environmental demands of the job: Prolonged periods sitting at a desk and working on a computer. Prolonged periods of standing and/or walking around. Must be able to lift up to 15 pounds.

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