Executive Assistant, External Affairs Portfolio at the Lucas Museum of Narrative Art

As the first museum to focus exclusively on storytelling through images, the Lucas Museum of Narrative Art believes that visual storytelling can connect us and help shape a more just society. With a growing collection that encompasses artworks from across cultures, places, times, and mediums, including paintings, sculptures, murals, photography, comic art, book and magazine illustrations, and the arts of filmmaking, the Lucas Museum will explore narrative art’s potential to prompt questions, invite opinions, inspire community, and move people to think about the impact of images on our world.

 

Co-founded by George Lucas and Mellody Hobson and led by director and CEO Sandra Jackson-Dumont, the Lucas Museum was designed by renowned architect Ma Yansong of MAD Architects with Stantec as executive architect and is under construction in Los Angeles’s Exposition Park. An 11-acre campus with extensive new green space designed by Studio-MLA will embrace the museum’s 300,000-square-foot building, which will feature expansive galleries, two state-of-the-art theaters, and dedicated spaces for learning and engagement, dining, retail, and events. www.lucasmuseum.org.

 

The Executive Assistant to the Deputy Director, External Affairs will play a key role in supporting the work of the External Affairs portfolio including direct support of the Deputy Director’s office. This position will be key to establishing a collaborative, inclusive and creative working culture that helps the full team achieve their best work. We are looking for a detail-orientated and exceptional communicator who and can build strong working relationships with key internal and external stakeholder. The ideal candidate will be nimble, highly responsible, trustworthy, and flexible. This position offers the opportunity to be engaged with the building of a program and team, contributing support across all areas of work.

 

A central area of work for this position will focus on supporting the Deputy Director in day-to-day museum administration. This will include preparing materials, conducting research, following up and tracking outstanding matters, and debriefing the Deputy Director in day-to-day museum administration. This position will be responsible for confidential, detail-oriented, and time-sensitive materials as well as management of the Deputy Director’s schedule and travel. Some development and communications experience will be required in order to perform special projects as assigned and will require an understanding of the Deputy Director’s portfolio and navigating the complexities of museum functions.

 

As an Executive Assistant, this role requires a solid grasp of operations and business practices and well- developed project & time management skills. This role also requires frequent coordination with Museum Director/CEO’s Executive Assistant and other Executive Assistants across the museum. In this role, the Administrative Assistant may handle a wide variety of situations and conflicts involving all functions of the office. In the start-up phase, the Executive Assistant may be involved in shepherding overall vision for External Affairs in partnership with Deputy Director, integrating divisions within the portfolio, hiring protocols, and systems development for a complex function that includes Development, Membership, Special Events, Marketing, Communications and Publications. In addition, this position will provide administrative support to the full division including reporting, coordinating meetings scheduling events, and liaising with external partners.

 

RESPONSIBILITIES

• • Creation and assignment of tasks and projects in anticipation of Deputy Director office needs
  • Work closely with the Deputy Director and members of the External Affairs team to prepare all presentation materials, including PowerPoint presentations. This includes collaborating on strategy documents and creating strategy decks when necessary
  • Coordinate with the External Affairs team to ensure alignment and consistency in presentation materials across the department
  • Lead External Affairs portfolio budgeting process, both annual overview and monthly reporting
  • In partnership with the Deputy Director, help monitor and report on the execution of the portfolio’s strategic priorities
  • Manage Deputy Director’s correspondence, calendar, scheduling, meetings, and all related requests and routing of items as appropriate. Considerable discretion and confidentiality and ability to prioritize in alignment with portfolio goals in vetting requests required
  • Manage Deputy Director’s business travel, including reservations, itineraries, and scheduling meetings
  • Establish and manage systems and set-up, in coordination with external vendors and experts as necessary
  • Liaison with entire organization, especially the CEO/ Director’s office, HR, Finance, IT and external partners
  • Prepare expense reports for Deputy Director and support portfolio in timely execution of all finances
  • Proactively manage and assist with scheduling and meeting logistics, including preparing for technical requirements, drafting agendas, ordering food, etc.
  • Oversee and perform special projects, research assignments, and other duties as assigned
  • Provides high level confidential support relating to Deputy Director’s professional responsibilities
  • Evaluation of incoming requests, material, responses and best possible scheduling opportunities for Deputy Director’s review and consideration

 

CORE COMPETENCIES

• • Planning & Organizing – Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances; manages time effectively; identifies and organizes resources needed to accomplish tasks; monitors performance against deadlines and milestones; Extremely well-organized with excellent time-management and follow-through skills; Strong business acumen and an ability to multi-task many projects successfully
  • Presenting & Communicating Information – Speaks clearly and fluently; expresses opinions, information, and key points of an argument clearly; Excellent interpersonal communication skills, evidenced in verbal, telephone, and written communications
  • Working with People – Demonstrates an interest in and understanding of others; adapts to the team and builds team spirit; recognizes and rewards the contribution of others; listens, consults others, and communicates proactively; supports and cares for others; develops and openly communicates self-insight; Impeccable integrity and ability to maintain confidentiality; excellent judgment; Mature and polished professionalism and comportment with colleagues, general public and high profile individuals
  • Delivering Results & Meeting Expectations – Focuses on candidate and staff needs and satisfaction; Ability to work across the organization and assist other Executive/Administrative Assistants as needed; sets high standards for quality and quantity of personal work product; monitors and maintains quality and productivity; works in a systematic, methodical and orderly way; consistently achieves project goals; Self-motivated with high initiative and resourcefulness; Ability to thrive in an entrepreneurial, creative, collaborative, and nimble environment
  • Following Instructions & Procedures – Appropriately follows instructions; follows procedures and policies; keeps to schedules; arrives punctually for work and meetings; demonstrates commitment to the organization; complies with legal obligations requirements of the role. Superior attention to detail and accuracy; Ability to understand and follow complex, detailed instructions

 

QUALIFICATIONS

• • Bachelor’s degree from an accredited college or university required, preferably in art, art history, museum studies, marketing or closely related field
  • At least two (2) years prior administrative support experience required, preferably at the C-level, and/or start-up or arts institution environment
  • Competent and proficient knowledge of the Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, and project management software such as Airtable or Asana

$31.50 – $34 an hour

The Lucas Museum of Narrative Art embraces diversity and equal opportunity. We are committed to building a team that represents and supports a variety of backgrounds and perspectives. The Lucas Museum fosters a work environment that is free of discrimination and harassment, whether based on race, national origin, gender, gender expression, religion, ethnic background, age, disability, marital status, sexual orientation, or any other criterion prohibited by applicable federal, state, or local laws. We believe that diversity and inclusion among our team is critical to our success, and we seek to recruit, develop, and retain the best qualified people from a diverse candidate pool. Applications from traditionally underrepresented communities are encouraged.

 

The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job.

 

 

We are a museum dedicated to the art of storytelling. Through visual storytelling the Lucas Museum expands the role of art and museums for society. The Museum inspires thought provoking ideas and conversations that are relevant within and beyond geographic boundaries. Our work radiates to catalyze more connected and empathetic spaces. The art of storytelling connects us to shape a more just society.

Our internal and external practice is shaped by the following beliefs and behaviors.

 

PEOPLE FIRST

We meet people wherever they are (physically, intellectually, emotionally). Our inclusive practice connects who people are and what people find meaningful, to works of art and the work of our organization.

 

INSPIRED

We believe that art can move you to feel, think, reflect, and act.

 

COLLABORATIVE

We believe that nimble thinking and working together yields exponential results.

 

BRAVE

We approach our work and learning with courage, creativity, curiosity, and a sense of adventure.

ART

Amplify the social impact of Narrative Art through an approach that bridges the academic and the popular.

 

COMMUNITY

Connect to a broad and diverse public by create an institution rooted in impactful, respectful, sustainable relationships.

 

INCLUSION

Practice diversity, equity, inclusion, accessibility and belonging in all operational and programmatic aspects of our work.

 

OPERATIONAL EXCELLENCE

Create a healthy and durable institution equipped to fulfill its vision and public mandate.