Senior Coordinator, Museum Executive Office

Academy Museum of Motion Pictures; Los Angeles (CA); On-site; USD 65,904,000 - 71,635,000; Full time

Benefits offered by this job

Medical, dental, vision

PTO & holidays

Summer hours

Winter hours

Cultural floating holiday

Sick leave

Parental leave

401k with match

LinkedIn Learning access

Free Academy screenings

Event tickets

Employee discounts

Job summary

Academy Museum of Motion Pictures in Los Angeles seeks a Senior Coordinator to support the Executive Office, reporting to the Director and President and working closely with the Executive Assistant to manage day-to-day operations.

The role covers project coordination, scheduling logistics, travel planning, meeting prep, and handling a high volume of communications with staff and external partners, requiring a well-organized, proactive professional.

Qualifications

• A bachelor's degree is required; an equivalent combination of education and experience will be considered in lieu of the degree.
• A minimum of 2 years supporting a C-suite executive in the film industry, museum field, or related.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent project coordination skills with demonstrated ability to multitask and adapt to changes in priorities and schedules while working under high pressure of deadlines in a fast-paced environment.
• Analytical problem-solving capabilities to lead fact-based decisions and solutions.
• Demonstrated high-level maturity and trust in working with all levels while managing confidentiality without exception.
• Ability to exercise excellent judgment and maintain composure in high-stress situations.
• Outstanding communication skills, written and verbal.
• A commitment to diversity, equity, accessibility, and inclusion.

Responsibilities

• Prepare internal and Executive Office communications, including presentations/decks, letters, signature needs and other correspondence, tailoring content and concepts based on audience.
• Coordinate and prioritize the logistic and administrative needs of the Director and President and the Executive Office.
• Answer incoming calls and emails, relay messages, answer questions, clarify information, respond to requests, resolve problems, and refer to the appropriate staff, engaging as a key liaison representing the Executive Office.
• Coordinate meetings, take notes, and follow up with action items.
• Manage administrative support of the Director and President, with oversight from and in collaboration with the Executive Assistant, including heavy calendars, travel, expense reports, accounting reconciliations, and the internal and external coordination of all logistics for a variety of executive meetings and needs.
• Create prep documents for meetings, as needed.
• Assist the Executive Assistant in tracking and organizing reviews and deadlines for the Director and President, helping to manage spreadsheets, grids and forms.
• Provide support to the Executive Assistant as requested.
• Provide support to the Director and President at events.
• Coordinate with and welcome visitors on behalf of the Executive Office and facilitate in-person engagements and needs for the Director and President.
• Develop and maintain Executive Office files, CRM, and workflow databases for efficient management and sharing of information.
• Manage extensive Executive Office gifting.
• Attend meetings as needed and manage follow-up accordingly.
• Arrange travel and create travel itineraries for the Director and President.
• Other duties and special projects as assigned.

Skills

Project coordination

Multitasking under pressure

Analytical problem-solving

Communication skills

Confidentiality

DEI commitment

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Department:

Museum Executive Office

Reports to:

Director and President, Academy Museum of Motion Pictures and Academy Collection

Job Type:

Regular – Full-Time

Job Classification:

Hourly (Non-exempt)

Workplace Location:

Los Angeles – Academy Museum

Compensation:

$23.00 - $25.00 per hour

Summary/Objective

The Senior Coordinator will provide administrative and logistical coordination support to the Executive Office, reporting to the Director and President and working closely with the Executive Assistant to support the day-to-day operations of the office. This includes project coordination, administrative workflow, scheduling logistics, meeting and travel coordination, and handling a large volume of routine communications and materials. We are seeking a well-organized, detail-oriented, proactive, resourceful, and efficient individual who can anticipate routine needs, manage competing priorities, and work cooperatively with all levels of staff and external stakeholders.

Essential Functions Of The Job

• Prepare and assist with internal and Executive Office communications, including presentations/decks, letters, signature needs and other correspondence, tailoring content and concepts based on audience.
• Coordinate and prioritize the logistic and administrative needs of the Director and President and the Executive Office.
• Answer incoming calls and emails, relay messages, answer questions, clarify information, respond to requests, resolve problems, and refer to the appropriate staff, engaging as a key liaison representing the Executive Office.
• Coordinate meetings, take notes, and follow up with action items.
• Manage administrative support of the Director and President, with oversight from and in collaboration with the Executive Assistant, including heavy calendars, travel, expense reports, accounting reconciliations, and the internal and external coordination of all logistics for a variety of executive meetings and needs.
• Create prep documents for meetings, as needed.
• Assist the Executive Assistant in tracking and organizing reviews and deadlines for the Director and President, helping to manage spreadsheets, grids and forms.
• Provide support to the Executive Assistant as requested.
• Provide support to the Director and President at events.
• Coordinate with and welcome visitors on behalf of the Executive Office and facilitate in-person engagements and needs for the Director and President.
• Develop and maintain Executive Office files, CRM, and workflow databases for efficient management and sharing of information.
• Manage extensive Executive Office gifting.
• Attend meetings as needed and manage follow-up accordingly.
• Arrange travel and create travel itineraries for the Director and President.
• Other duties and special projects as assigned.

Required Competencies

• A bachelor's degree is required; an equivalent combination of education and experience will be considered in lieu of the degree.
• A minimum of 2 years supporting a C-suite executive in the film industry, museum field, or related.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent project coordination skills with demonstrated ability to multitask and adapt to changes in priorities and schedules while working under high pressure of deadlines in a fast-paced environment.
• Analytical problem-solving capabilities to lead fact-based decisions and solutions.
• Demonstrated high-level maturity and trust in working with all levels while managing confidentiality without exception.
• Ability to exercise excellent judgment and maintain composure in high-stress situations.
• Outstanding communication skills, written and verbal.
• A commitment to diversity, equity, accessibility, and inclusion.

Required Vaccination

Full vaccination against COVID-19 is required, including any booster vaccinations as applicable. Exception: Medical and religious accommodations approved by the Office of People & Culture.

Our Benefits

• Comprehensive medical, dental, and vision coverage.
• 15 days of PTO, plus company-paid holidays.
• Additional time off including summer hours, winter hours, and a cultural floating holiday.
• Paid sick leave.
• Paid parental leave.
• 401k retirement plan with a company match
• Clean Air Commuter Program
• Employee Assistance Program through ComPsych Guidance Resources.
• Wellness benefits through Cigna Healthcare.
• Free access to 16,000+ online courses through LinkedIn Learning
• Free Academy membership screenings
• Free tickets and screenings at the Academy Museum
• Employee discounts through LifeMart and Working Advantage