Administration, Executive Assistant, Full Time

Summary

Reporting to the President, this exempt, full-time position provides administrative support to the President of the three Norton Simon entities.

 Responsibilities:

• Coordinates, oversees, and performs a wide variety of tasks and confidential assignments for the President. May also perform confidential assignments for the Chief Financial Officer, General Counsel and other senior staff
• Serves as the primary point of contact and liaison for the President on day-to-day operational and administrative issues and responds independently to matters of precedent or policy
• Maintains the President’s calendar and list of outstanding projects and other relevant issues. Produces daily calendars, agendas and reminders of events and projects; coordinates meetings and conference calls
• Coordinates Board and Committee meetings for the Norton Simon entities
• Maintains corporate records and archives related to Norton Simon and the Norton Simon entities
• Places and answers all President’s calls
• Arranges the President’s travel
• Maintains the President’s expense records; produces expense reports
• Produces reports for the President on a variety of topics, liaising with the Chief Financial Officer, General Counsel, Collections Manager and other staff
• Maintains and updates various databases used by the Administration and Curatorial departments and recommends new database technologies and upgrades as necessary
• Helps develop and manage budgets for the Administration department; processes and maintains confidential contracts and invoices
• Manages and performs special projects that support the Administration, External Affairs and Curatorial departments

Qualifications

Ability to work independently and seamlessly handle many requests and tasks simultaneously. Also requires exceptional attention to detail, organizational skills, and advanced computer skills. The Executive Assistant position requires excellent judgment, interpersonal skills, and the ability to maintain a high degree of discretion in all communications. This position must be able to communicate professionally with Board members, other executives, and staff at all organizational levels, reacting effectively with an ability to prioritize appropriately.

A bachelor’s degree with work experience that directly relates to the duties and responsibilities specified below.

Notary commission or ability to acquire a commission within one year of date of hire is preferred. A valid California driver’s license and personal automobile insurance is required.

Physical Requirements

This position requires some moderate lifting, stretching, reaching, and bending.

Schedule

This is a full-time, exempt position scheduled to work on-site Monday - Friday from 8:30 am to 5:30 pm.

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, color, religion, creed, national origin, ancestry, physical disability, mental disability, reproductive health decisionmaking, medical condition, genetic information, marital status, sex, gender (including pregnancy, childbirth, breastfeeding or related medical conditions), gender identity, gender expression, age (forty years of age and over), sexual orientation, military and veteran status, or any other basis protected by federal, state or local law or ordinance or regulation. The Norton Simon Entities make reasonable accommodations for disabled applicants and employees and for religious observances and practices. This policy applies to all areas of employment including, but not limited to, recruitment, hiring, termination, 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.