Administration, Contract Administrator and Executive Assistant

Posted June 2, 2022
Type Full Time
Category Non-Exempt

Reporting to the General Counsel and Executive Administrator, this non-exempt full-time position assists with the creation and completion of contracts and purchase orders. This position also provides back-up support to the Administration Department.

Summary

Reporting to the General Counsel and Executive Administrator, this non-exempt full-time position assists with the creation and completion of contracts and purchase orders. This position also provides back-up support to the Administration Department.

 Responsibilities:

  • Assists staff in obtaining necessary information to draft or amend a contract
  • Assists staff with negotiating contract terms
  • Drafts, or performs an initial review, of all contracts (and amendments) before submittal to the General Counsel
  • Prioritizes contracts for General Counsel’s review
  • Follows-up on contract-related issues raised by the General Counsel
  • Inputs contracts, purchase orders and check requests in our system (FileMaker Pro)
  • Monitors contract compliance, including all deadlines
  • Maintains digital and paper files of contracts, records, and other documentation
  • Ensures all certificates of insurance are in compliance with contract terms and are current
  • Ensures our insurance policy files are up to date and complete
  • Assists General Counsel in providing tax files to outside accounting firm
  • Provide administrative support to the General Counsel, including assisting with filings and correspondence with taxing and governmental authorities
  • Provide back-up support to Executive Administrator, including answering and placing calls for the President
  • Assists with Board meeting preparations
  • Disburses incoming mail; processes outgoing mail as needed; and coordinates transfer of mail between offices
  • Places orders for office and kitchen supplies
  • Assists with special projects as needed

Qualifications

  • Requires an ability to interact with all staff professionally and effectively, while maintaining a high degree of discretion in all communications
  • Ability to multitask, prioritize, and manage time efficiently
  • Excellent computer skills are required

Two or more years of contract management experience and a college degree are required. A degree in Business Administration is preferred. Experience in a law firm is helpful. Intermediate to strong knowledge of Microsoft Office Products is required (Outlook, Word, Excel). Position requires some moderate lifting/carrying. An automobile, valid California driver’s license and personal automobile insurance are required.

Compensation

Salary is competitive and commensurate with experience, and includes excellent benefits, including medical, dental, vision and life insurance and a generous pension program.

 

 

Equal Employment Opportunity Statement

The Norton Simon Entities* provide equal employment opportunity for all applicants and employees. The Norton Simon Entities do not unlawfully discriminate or tolerate harassment on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age for individuals over forty years of age, military and veteran status, sexual orientation, or any other basis protected by federal, state or local law, ordinance or regulation. The Norton Simon Entities make reasonable accommodations for disabled applicants and employees. This policy applies to all areas of employment including recruitment, hiring, training, promotion, compensation, benefits, transfer, and social and recreational programs.

The Norton Simon Entities are committed to fostering, cultivating and preserving a culture of diversity and inclusion in its workforce.

*The Norton Simon Entities are composed of the following: Norton Simon Museum of Art at Pasadena and the Norton Simon Art Foundation. Employment may be with either, or both, of these entities.

How To Apply

Interested applicants should send cover letter and resume to:

Executive Administrator
Norton Simon Museum of Art
411 West Colorado Blvd.
Pasadena, CA 91105
or
[email protected] with 'Contract Administrator and Executive Assistant' in the subject line.

All interested applicants must provide their expected earnings; resumes without expected earnings will not be reviewed.

No phone calls. Due to volume of resumes received, we will not be able to acknowledge receipt of resumes. 

Employment is contingent upon proof of legal status to work in the United States.