Executive Assistant

STATUS: Full-time, Non-Exempt

REPORTS TO: President & CEO of MOLAA

ABOUT THE MUSEUM OF LATIN AMERICAN ART

The Museum of Latin American Art (MOLAA) in Long Beach, California is the pioneer

museum in the United States dedicated to modern and contemporary Latin American

and Latino art.

MISSION

The Museum of Latin American Art expands knowledge and appreciation of modern

and contemporary Latin American and Latino Art through its collection, ground-

breaking exhibitions, stimulating educational programs and engaging cultural events.

POSITION DESCRIPTION

The Executive Assistant to the museum’s President & CEO must be professional, strategic,

proactive and extremely well-organized individual who can multi-task in order to provide

important administrative support. The Executive Assistant acts as the central point of

contact for the Executive Office for internal and external stakeholders and must be fully

fluent in Spanish and English. This is a dynamic role which serves as an extension of the

President & CEO to ensure the success of MOLAA and its artists, as well as the Latinx

community.

The ideal candidate will be passionate about MOLAA’s mission, possess an acute

interest in learning, be a team-player, clear communicator, detail orientated, flexible in

nature, extremely organized, and have the ability to manage multiple priorities with a

positive disposition.

Please note this job description is not designed to cover or contain a

comprehensive listing of activities, duties or responsibilities that are required of

the employee for this job. Duties, responsibilities and activities may change at

any time with or without notice.

ESSENTIAL FUNCTIONS

Responsibilities

• Works closely with the President & CEO to support the efficient execution of an

array of Museum operations, including proactively communicating all significant

matters.

• Liaises with the executive team to coordinate museum activities on behalf of the

President & CEO

• Responsible for keeping the President & CEO’s calendar, including scheduling

meetings and coordinating travel arrangements. Also proactively manages tasks

and requests to support efficient time management.

• Maintains the day-to-day organization of the executive office, including the

maintenance of files, materials, and tracking systems.

• Reviews, writes, and manages various forms of professional correspondence in

English and Spanish

• Coordinates and manage all aspects of Board of Directors, Executive Committee

and Board committees, and staff meetings including preparing meeting materials,

composing minutes, as well as coordinating and setting meals.

• Serve as point of contact for Board Members, donors, and dignitaries.

• Acts as representative of the President & CEO and participates in the execution of

various Museum events, including communicating with artists in English and

Spanish.

• Processes expense reimbursements and well as other accounts payable (ERF’s

P.O’s etc) for Executive Office.

• Assists President and CEO with work for the American Association of Museum

Directors Accreditation Committee including preparing material binders for review

and comment and for recommendation and presentation.

• Other special projects and duties, as assigned.

Knowledge, Skills, and Abilities

• Requires fluency in both Spanish and English, with exceptional written and verbal

communication skills in both languages.

• Bachelor’s degree in liberal arts, Spanish or related field highly preferred.

• Minimum of 5 years’ experience supporting senior executives.

• Experience in an arts organization or non-profit field preferred.

• Strong active listening skills with the ability to translate information into effective

strategies for the successful execution of tasks and initiatives.

• Ability to consistently communicate with poise, clarity, and effectiveness, while

utilizing diplomacy and strong interpersonal skills.

• High degree of professionalism, discretion, and confidentiality.

• Exceptional ability to multi-task, managing various time sensitive projects while

remaining effective.

• Excellent organizational skills including strong attention to detail and deadlines

High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook with the ability

to produce accurate documents in a well-designed and attractive format.

• Ability to maintain a spirit of unity and collaboration with all staff.

Desired Qualities:

• Demonstrates excellence regarding integrity, dignity, respect, and service in

accordance with the mission, vision, and values of MOLAA.

• Embodies the qualities of a servant leader in assisting colleagues and working

together with other departments of the organization.

• Familiarity working on a small team and exercising good judgement in the

delegating or assuming additional tasks and responsibilities that improve MOLAA’s

operations.

Additional Information:

• The is a full-time position with an expected work schedule of 40 hours per week.

• General hours are 9:00 am – 6:00 pm with a one hour lunch period.

• The work requires the capacity to work evening hours and/or weekends, on

occasion.

• Requires the ability to lift 25 pounds.

• Requires a valid driver’s license, valid vehicle insurance and access to a vehicle.

MOLAA is an equal opportunity employer.