Department: People and Culture Reports to: Chief People and Culture Officer Job Type: Full-time – Regular Job Classification: Hourly (Non-exempt) Workplace Location: Los Angeles – Primary location is 8949 Wilshire; may work at other Academy locations as needed. Compensation: $30.00 - $33.00 per hour
Summary/Objective: The Assistant will provide administrative support to both the Chief Financial Officer and the Chief People and Culture Officer. The position also serves as the primary administrative coordinator for the assigned Academy Board of Governors and Academy Museum Board of Trustees and is responsible for supporting governance activities, executive communications, and confidential Board records. The ideal candidate is productive, analytical, efficient, detail-oriented, tactful, and able to anticipate the needs of both offices.
Essential Functions of the Job:
Provide core administrative support including managing calendars, preparing expense reports, reconciling credit card expenditures, and coordinating priorities.
Reconcile and process department invoices for payment.
Maintain a centralized budget tracking system for the budgets managed by the Chief People and Culture Officer.
Schedule appointments and coordinate travel arrangements for meetings, conferences, and business travel.
Oversee logistics for meetings and events, including conference room reservations, virtual meeting coordination, requesting catering, guest reception, and meeting support.
Create Excel spreadsheets and reports to track projects and assigned work.
Serve as the primary administrator for assigned Academy Board of Governors and Academy Museum Board committees. Coordinate all logistics before, during, and after meetings. This will include scheduling meetings, coordinating calendars, drafting agendas, preparing meeting materials including talking points, creating presentations, soliciting and tracking attendance, sending committee communications, administering virtual meetings, and providing additional meeting support.
Partner with committee liaisons and the Chief of Staff to coordinate Board committee meetings, balancing multiple executive calendars and accommodating time zone differences.
Draft, edit, distribute, and maintain official Board committee meeting minutes and governance records.
Publish agendas and materials in the Board Portal (Govenda) or other designated systems.
Track committee action items and committee work plans, following up with committee liaisons as appropriate.
Provide administrative support for quarterly 401(k) meetings, including meeting minutes and executive summary documents.
Participate in periodic internal audits and resolve discrepancies as appropriate.
Write and edit communications, reports, letters, and instructional documents.
Organize and maintain confidential files and databases.
Manage communications, including emails and phone calls.
Perform other related duties as assigned.
Required Competencies:
A bachelor’s degree in a business-related field, or an equivalent combination of education and experience in lieu of a degree.
2+ years of administrative experience supporting an executive office is required.
1 year of experience providing administrative support to a board or board committees is required.
Work experience in an administrative capacity for multiple executives simultaneously is required.
Skills to manage confidential situations, data, and documentation.
Experience balancing and accomplishing multiple tasks efficiently.
Intermediate Proficiency in the use of MS Office, including Word, Excel, and PowerPoint, is required.
Experience in creating and implementing operational processes to improve efficiency.
Self-motivated, highly organized, and detail oriented.
Strong verbal and written communication skills are required.
Preferred Qualifications:
Working knowledge and experience in utilizing databases such as Airtable and Access is preferred.
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.
Hybrid Requirement: All Academy positions require a minimum of 2 days per week of in-person work at an Academy Location. Exceptions: Positions requiring daily in-person presence (ex., front-line staff, staff who need to deal with materials on-site, etc.) and 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