Executive Assistant

Lacma; Los Angeles, Northern (CA, KY); Hybrid; USD 70,000 - 75,000; Full time

Benefits offered by this job

Pension plan

Comprehensive benefits

Job summary

LACMA in Los Angeles, CA seeks an Executive Assistant to provide high-level administrative support to the CEO and Director. The role manages calendars, communications, board coordination, and event logistics while liaising across departments and external partners.

Interpret confidential information, coordinate complex travel, prepare briefings, and maintain efficient office operations in support of strategic objectives.

Qualifications

• 3+ years of experience in an executive support role or equivalent.
• Bachelors degree required; arts/cultural sector experience is a plus.
• Superior organizational and problem-solving skills with meticulous attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, Google Workspace, and tools like Asana, Outlook, Zoom.
• Willingness to learn and adopt AI-driven tools as they emerge; discretion essential.

Responsibilities

• Coordinate and maintain the CEOs complex calendar, including meetings, briefings, and travel.
• Prepare daily briefings and meeting materials for the CEO in coordination with the Chief of Staff.
• Draft and edit correspondence, reports, and communications for the CEO.
• Maintain contact databases and align files with executive office protocols; assist with reimbursements and budgets.
• Update the Chief of Staff on scheduling, priorities, and urgent matters requiring executive attention.
• Support executive workflows and follow-ups to ensure timely completion of actions.
• Facilitate communication between the CEO, staff, trustees, donors, partners, and external stakeholders.
• Represent the executive office with discretion, tact, and diplomacy in inquiries and invitations.
• Coordinate detailed domestic and international travel arrangements and museum events involving the CEO.
• Collaborate with Development, Communications, and other departments for high-level meetings.
• Track and manage special projects, monitor expenses, reconcile budgets, and order office supplies.
• Maintain confidentiality and uphold executive office standards.

Skills

Executive support

Calendar management

Communication

Education

Bachelors degree

Tools

Microsoft Office

Google Workspace

Asana

Outlook

Zoom

Job description

Salary Range: $70,000.00 To $75,000.00 Annually

Director's Office

Reporting to the Chief of Staff and Curatorial Assistant the Executive Assistant (EA) provides high-level, confidential administrative support to the CEO and Director of the Museum, under the supervision and direction of the Chief of Staff. This role ensures the Director’s time and communications are managed efficiently and aligned with strategic priorities. The EA is responsible for calendar management, communications, board coordination, and event logistics, and serves as a liaison across departments and with external stakeholders.

Responsibilities:

Administrative and Scheduling Support

Coordinate and maintain the CEO’s complex calendar, including scheduling internal/external meetings, briefings, and travel.

Prepare daily briefings and meeting materials in coordination with the Chief of Staff.

Draft, review, and edit correspondence, reports, and communications for the CEO.

Maintain contact databases and organize files in alignment with executive office protocols. Support the Chief of Staff on staff reimbursements and the Director’s Office budgets

Coordination with the Chief of Staff

Regularly update the Chief of Staff on scheduling issues, priorities, and urgent matters requiring executive attention.

Support the Chief of Staff in tracking and implementing strategic initiatives and organizational workflows.

Collaborate to manage executive follow-ups and ensure timely completion of action items.

Liaison and Communications

Facilitate communication between the CEO and staff, trustees, donors, partners, and external stakeholders.

Ensure professional and timely responses to inquiries, invitations, and correspondence. Represent the executive office with discretion, tact, and diplomacy.

Event and Travel Coordination

Coordinate detailed domestic and international travel arrangements, including itineraries and logistics. Support the planning and execution of museum events and public appearances involving the CEO.

Partner with Development, Communications, and other departments for high-level meetings and engagements.

Project and Office Support

Track and help manage special projects and cross-departmental initiatives led by the CEO’s office. Monitor and submit expense reports, reconcile budgets, and order office supplies as needed.

Maintain confidentiality and uphold executive office standards at all times.

Duties, responsibilities and activities may change or new ones may be assigned at any time.

The expected annual salary for this Los Angeles, CA-based position is $70,000.00- $75,000.00, subject to change, and the position is eligible for LACMA's comprehensive benefits package, including pension plan.

LACMA is committed to providing its employees with valuable and competitive benefits as a core part of a strong overall employee experience.

Qualifications:

Bachelor’s degree required; background in arts administration, nonprofit management, or a related field is a plus.

Minimum 3 years of experience in an executive support role; prior experience in museums, cultural institutions, or nonprofits preferred.

Superior organizational and problem-solving skills with meticulous attention to detail. Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite, Google Workspace, and project or calendar management tools (e.g., Asana, Outlook, Zoom).

Comfortable learning and adopting new AI-driven tools as they emerge.

Ability to handle confidential matters with discretion and sound judgment.