Executive and Technology Assistant

at The Huntington Library, Art Museum, and Botanical Gardens (view profile)
Published June 28, 2022
Location San Marino, CA, California
Category Non-Profit  
Job Type Full-time  
Apply Here https://www.huntington.org/employment
Minimum Compensation in Local Currency Commensurate on experience: $60-$66k annually
Hourly or Salary? Hourly

Description

Job Description

About the Role

The Digital and Technology team is building a user-centered, high-quality, and resilient technology operation at The Huntington. We create and maintain effective and efficient technology platforms and systems, deliver prompt and supportive digital and technology services, and drive the mission of The Huntington forward using innovative technologies.

The Executive and Technology Assistant will be a key part of the Technology team. Working as part of a small team, the successful candidate will be involved directly in projects and initiatives that affect all areas of the organization and advance our strategic plan, including a major website upgrade and other digital media projects, implementation and administration of enterprise software and database systems, a comprehensive IT cloud migration, regular cybersecurity assessments, and standardization of data analytics and institution-wide reporting and dashboarding. This individual will be responsible for providing comprehensive support to the division, coordinating projects across all technology disciplines (Infrastructure, Support, Systems, and Digital), and managing office operations.

This is an excellent opportunity to gain direct experience with a wide variety of cultural heritage work, as our work in Digital and Technology requires us to work closely with the teams in Library, Art Museum, Gardens, Advancement, Communications and Marketing, Education, Finance, Operations, and Research divisions. The candidate will demonstrate a background of working directly with people from diverse racial, ethnic, geographic and socioeconomic backgrounds with varying degrees of tech-savvy, using a welcoming, inclusive, and accessible approach.

Essential Duties

  • Take initiative to identify, implement, and manage systems and procedures to optimize efficiency.

  • Monitor division budget, track expenditures, and create reports.

  • Process financial transactions on behalf of the division.

  • Manage procurement and inventory, including technology and telecommunications purchases and contracts.

  • Serve as the main administrative contact and liaison with other divisions and departments, board members, and vendors.

  • Assist in planning and facilitating meetings, including drafting meeting agendas, conducting research, taking minutes, and tracking action items.

  • Assist in the implementation of new technology initiatives, track project progress and budgets and produce reports on projects and division metrics.

  • Assist in the development and drafting of budgets, policies, project proposals, grant applications, presentations, and business plans.

  • Monitor division operations and commitments, including IT service desk requests, and follow up to ensure a high level of service to our internal clients

  • Provide excellent customer service to our internal clients and IT service desk requestors

  • Work closely with the VP to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

  • Under the guidance of the VP, regularly communicate division priorities, policies, and updates to relevant stakeholders

  • Draft communications, training materials, and documentation; organize and keep divisional files and documentation up to date, update our intranet pages.

  • Support the day-to-day operations of the Digital and Technology division with other tasks as assigned.

Candidate Requirements and Experience

Knowledge, skills, and abilities:

  • Excellent written and verbal communications skills, including editing and proof-reading abilities

  • Excellent organizational and time management skills; demonstrated ability to prioritize, meet deadlines, and multi-task when required

  • Aptitude for computers/technology; experience and willingness to learn new systems and technology easily

  • Demonstrated technology troubleshooting skills and comfort navigating new technology

  • Interest in technology and the work of The Huntington

  • Creative problem solver, flexible and adaptable

  • Professional, collegial, collaborative, can-do attitude

Preferred:

  • 2-4 years’ experience working in administrative support, project management, IT operations, or similar environment

  • Bachelor’s degree in the humanities, science, digital media, computer science, or similar, or equivalent educational experience

  • Spanish language skills

Working Conditions

  • Work is performed in an office environment.

  • Some after hours and weekend work will be occasionally required.

The Perks

We provide competitive compensation, generous benefits and perks for all eligible employees including:

  • Medical, Dental, Vision

  • 403(b) basic retirement plan and optional matching retirement plan with an outstanding employer match

  • Hybrid remote work schedule available for applicable positions

  • Considerable paid time off, including annual leave, sick leave, and holidays

  • Commuter benefits (pre-tax income for mass transit expenses and free parking)

  • Discounts for staff in The Huntington Store and restaurants

  • Access to the Museums Council pass, which grants 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