EMPLOYMENT | POSITIONS AT THE NATURAL HISTORY MUSEUM

EXECUTIVE ASSISTANT TO THE CHIEF DEPUTY DIRECTOR

The Natural History Museum of Los Angeles County seeks an Executive Assistant to assist the Chief Deputy Director in the Executive Office.  The Executive Assistant performs administrative, secretarial and clerical duties for the Chief Deputy Director requiring a highly specialized knowledge of subject matter and also assists the Special Assistant to the President and Director in the daily functions of the Executive Office as needed.

Professional responsibilities include:

• Screens office and telephone calls by furnishing the information requested, referring to other Divisions those callers who may be better served elsewhere and personally takes care of those callers whose business does not require the attention of the Chief Deputy Director.
• Acts as an intermediary between the Chief Deputy Director and staff; transmitting messages, orders and requests, both written and verbal.
• Acts as the liaison for the Chief Deputy Director, the Board of Trustees and the Board of Governors.
• Gathers data for general information purposes or special reports, contacts other divisions, employees, agencies and individuals for additional material as necessary and prepares reports for the Chief Deputy Director’s approval upon request.  Organizes data in Excel spreadsheets for analysis.
• Reviews materials submitted for the Chief Deputy Director’s attention to ascertain that all relevant data, files, signatures, checks, etc. are included.
• Processes all Chief Deputy Director’s incoming/outgoing mail.
• Answers Chief Deputy Director’s telephones and screen calls, referring inquiries to others as needed.
• Coordinates and maintains the Chief Deputy Director’s computerized appointment calendar.  Maintain computerized rolodex.
• Maintains office supplies for the Executive office.
• Maintains calendar of events for the Board Room.
• Arranges travel for the Chief Deputy Director and prepares necessary travel reports and related paperwork required to account for the expenditure of travel funds.
• Creates and maintains the Executive and Administration files.
• Coordinates and ensures timely mail distribution to and from the Executive and Administrative offices.
• Types correspondence.
• Acts as the vendor contact for office equipment service and repair.
• Attends meetings with the Chief Deputy Director for the purpose of taking notes and producing reports for committee members.
• Carries out administrative projects as assigned by the Chief Deputy Director.  Works with small groups as needed to carry out these projects.

This position has the following requirements:

• Bachelor degree or equivalent experience plus two to five years secretarial experience working for a senior level executive.
• Must have excellent written and oral communication skills.
• Must be proficient in computer software, such as word processing and spreadsheets.

The salary is $40-45K annually DOE plus excellent benefits.  This is a full time, regular exempt position.

The Natural History Museum of Los Angeles County is an Equal Opportunity Employer. Please, No Phone Calls. We routinely update our job pages, including the status of each recruit, at www.nhm.org/jobs.