Executive Assistant to the Vice President for Operations and Facilities - The Huntington Library, Art Museum, and Botanical Gardens : Job Details

About UsAt The Huntington, we believe that having a team of diverse backgrounds and voices working together will enable us to support and promote the appreciation of the humanities, the arts, and botanical science. The Huntington is proud to be an equal opportunity employer and is committed to providing employment opportunities regardless of race, religious creed, color, national origin, disability, sex, gender, gender identity, sexual orientation or any other characteristic protected by local, state or federal law.The HuntingtonFounded in 1919, The Huntington Library, Art Museum, and Botanical Gardens is a collections-based research and educational institution open to the public, housing world-class library, art, and botanical collections. Its mission is to support research and promote education in the arts, humanities, and botanical science and to display and interpret its extraordinary resources for diverse audiences.The CultureHere we are committed to the highest of standards in all that we do - from preserving and protecting the collections, to exhibitions, educational and scholarly programming, visitor and reader services, and beyond. Achieving excellence across these pursuits requires a diversity of perspectives, expertise, experience, and methodologies. We are better together. We believe an explicit commitment to diversity, equity, and inclusion directly impacts and improves staff and audience engagement and experience. Job DescriptionAbout the Role Working under general supervision provides temporary administrative and secretarial support to the Vice President of Operations and Facilities to cover a leave of absence. This role has frequent contact with staff at all levels, plus daily interaction with vendors, consultants, and outside organizations. May be asked to assist with work assignments within the Facilities Division. This person must serve effectively as an ambassador for the Vice President of Operations and Facilities and for the division. Front office manners and appearance are required, as this person may interact with our entire community and important visitors. S/he/they will demonstrate a background of working directly with people from diverse racial, ethnic, geographic, and socioeconomic backgrounds, using a welcoming, inclusive, and accessible approach. This is a temporary position to cover a leave of absence. We expect the position to begin February 24, 2025, and early September 2025. Essential Duties

• Interacts on behalf of the Vice President of Operations and Facilities with staff at all levels, Trustees and Governors, consultants, vendor representatives, and other outside organizations and municipalities.

• Provides administrative support including preparing correspondence, handling phones, arranging conference calls, planning, and developing travel itineraries, maintaining schedules, scheduling meetings, preparing presentation materials, and prioritizing projects.

• Draft financial, statistical, narrative, and other reports as requested.

• Creates presentations and reports using desktop software and graphics or slides.

• Schedules and plans regular meetings and special meetings for the committees in which the Vice President is involved. Polls committee members on meeting dates; reserves rooms; arranges for food services for meetings, as required; arranges with vendors and consultants, and others to do presentations at meetings; prepares agendas, letters, attachments, and other materials for mailings related to meetings; and greets and provides directions to participants in meetings. May be asked to take and transcribe minutes for meetings.

• Works independently on projects as assigned by Vice President. May be responsible for doing historical facilities related research, conducting surveys or informational interviewing, writing up reports, and preparing presentations.

• Manages the office of the Vice President, including organizing, maintaining, and archiving paper and electronic files, ordering and stocking supplies, and maintaining the neatness and professional appearance of the Vice President's office and Assistant's office.

• Takes careful and detailed telephonic messages for Vice President.

• Opens and reviews all incoming mail, correspondence, and requests for signature. Responsible for tracking all pending items and returning them to requestor.

• May also coordinate meeting and event space allocation for internal clients and facilitate collaboration between internal clients and catering vendor.

Candidate Requirements and Experience Knowledge, skills, and abilities:

• Must have excellent computational, organizational, and written and oral communication skills. These skills and abilities are usually acquired through the completion of an associate's degree or equivalent coursework, but completion of a bachelor's degree is strongly preferred.

• Must be able to work with a high degree of confidentiality.

• Must be able to exercise a high degree of judgment.

• Must be proficient in MS Office, particularly Outlook, Word, Excel, and PowerPoint.

• Must be familiar with Key Performance Indicators and Performance Metrics reporting.

• Must perform duties in a friendly and collegial manner with all levels of the institution.

Experience:

• Experience in administrative support at the executive level of 3-5 years is required.

• Associate degree or relevant certification preferred.

Working Conditions Normal office environment. Much of the incumbent's work is performed on a personal computer.Compensation & Benefits We provide competitive compensation, generous benefits and perks for all eligible employees including:

• Pay Rate: $30.00/hr.
• Medical, Dental, Vision
• Considerable paid time off, including annual leave, sick leave, and holidays
• Discounts for staff in The Huntington Store and restaurants
• Free admission to various museums and cultural institutions
• Free passes each month to welcome family and friends to visit the grounds

The Application Process Please submit a cover letter and CV/resume as a single PDF attachment. You will have the opportunity to submit additional documents on the My Experience section of the application. EEO IS THE LAWEEO IS THE LAW - SPANISH