Overview
Office Technician (Typing) Jobs in Los Angeles, CA at Department of Financial Protection and Innovation
Administrative & Project Specialist
Reports to: Director of Talent Resources
The Administrative & Project Specialist plays a vital role in providing essential support that enables leaders and teams to work effectively and achieve their objectives. The Administrative & Project Specialist’s primary leaders and areas of support will include the museum’s President, Vice President of Museum Experience, and the Director of Talent Resources with the possibility of completing tasks to support additional Leadership Team members and other functional leaders.
The Administrative & Project Specialist requires a high level of detail-orientation, ability to prioritize tasks and projects and demonstrate stellar time management skills. The expectation is to work independently with minimal guidance, using sound judgment in making decisions, and anticipating when to draw the leader’s attention to details or issues. This position is expected to set a positive tone, always living our values, and being a role model to influence organization culture and employee morale. Must handle confidential information with discretion, communicating with both internal and external parties to maintain and move work forward. Parties include board members, customers, donors, vendors, candidates, staff, and volunteers.
Reporting directly to the Director of Talent Resources, the Administrative & Project Specialist and Director will work closely together on a quarterly workplan to ensure routine responsibilities are being attended to while seasonal meetings, projects, and other organizational needs can be implemented in an organized and timely fashion.
Status, Schedule & Location:
This position could be 32 hours, 4-days per week, 40 hours, 5 days per week or could be 32 hours, 4-days per week with ability to flex hours up with workload or busy times. Full benefits for all scenarios.
Hybrid eligible: Expectation to work onsite at the museum on Tuesday, Wednesday, and Thursdays regardless of working 32 or 40 hours.
Work from home could be an option on Monday and Fridays but we seek someone with flexibility to be onsite Monday and/or Fridays in a unique case where there may be a need for meeting set-up or other onsite tasks.
Starting Pay Rate: $26 per hour
Required Qualifications (please highlight how you meet these requirements in your resume and cover letter):
Minimum five years of workplace experience in an administrative support role, ideally supporting at an executive level, ‘managing up’ and providing heavy calendar management support, or in a position with relevant knowledge, skills and abilities demonstrated.
Minimum one year of experience providing administrative support to multiple parties and individuals who are not your direct supervisor, and/or advancing projects or working through cross-functional teams.
Some experience coordinating simple projects – completing research, tracking details, timelines, deadlines, and communication to impacted parties.
Demonstrated experience using a wide variety of tools and programs to create efficiency in the work at hand. Includes Microsoft products, especially Outlook calendar management, SharePoint or other intranet programs, tools to manage availability, and online survey and communication tools.
Demonstrated ability to be a self-starter, building relationships at all levels of the organization, and proactive in keeping your plate full with tasks and projects to support leaders and the organization to be able to advance priorities.
Job Duties (not an inclusive list):
Administrative Support to the President:
Provide exceptional calendar management, meeting preparation and meeting follow-up support to include but not limited to:
Organize and schedule meetings, calls, and appointments based on priority.
Ensure there are no conflicts and allow adequate time for travel, breaks, and preparation.
Reschedule and adjust meetings as necessary while keeping all parties informed.
Assess meeting requests and determine their importance before adding them to the calendar.
Liaise with other executives, board members and their assistants, team members, and external contacts to coordinate schedules.
Manage invitations, RSVPs, and logistical details for meetings and events.
Follow processes to provide meeting participants with agendas and any necessary materials before meetings.
Utilize scheduling tools like Microsoft Outlook, Google Calendar, or scheduling apps (Calendly, Doodle).
Handle sensitive meetings with discretion.
For board, committee, and other meetings: take minutes, track attendance, implement surveys, and communicate internally and externally to ensure smooth execution of meetings and follow-up needed.
Coordinate the Board of Directors’ governance activities; maintain accurate and organized governance records and archives.
Administrative Support for other Leaders:
Manage scheduling, coordinating, and assisting in the preparation of meetings (offsite, onsite, small to large in attendance, with a variety of technical set-up, material preparation, post meeting documentation, and amenity needs).
Assist in creating and updating online dashboards with accuracy.
Track and code survey data; follow-up on survey feedback from participants.
Review all incoming marketing materials from Traveling Exhibit customers, ensuring they align with the established guidelines, and provide approvals to the customers in a timely manner.
Provide support in creating and/or updating materials using various programs such as PowerPoint, Excel, Survey Monkey, and SharePoint suite.
Complete filing, electronic document archiving, database maintenance, and survey data collections as needed.
Support Talent Resources Team with a variety of candidate and employee experience activities:
Proactively partner with Director to plan for logistics, agenda setting, and host regularly scheduled back-of-house bi-monthly staff meetings.
Assist in the recruitment process: oversight of external job postings, provide candidate management support using applicant tracking system, scheduling virtual and onsite interviews, and ensure an inclusive and equitable experience.
Crosstrain to support all the small but important details that go into executing an efficient and welcoming onboarding process for back-of-house employees.
Manage the implementation of the internal communication calendar to educate employees on timely policies, resources, and recognition events; maintain other breakroom visuals for communication to staff and volunteers.
Maintain conference rooms as presentable and coordinate with internal departments to keep supplies stocked and equipment working efficiently.
Maintain other shared spaces such as copy area and kitchen/break room.
Manage and maintain appropriate record retention for employee personnel files.
Support ongoing, seasonal and one-time meetings, projects, and initiatives:
In support of Talent Resources, act in a project support role for continuous improvement initiatives that result in automation, efficiency, new offerings, and/or improved experiences for our employees.
In support of the organization, track project details, monitor progress to ensure projects are on track, and communicate regularly with identified stakeholders.
Organize cross-department teams and support in the planning of annual staff gatherings, clean-up days, and other workplace events.
SELECTION PROCESS
Research shows that women and underrepresented groups apply only if they meet 100% of the requirements outlined in the posting. One of the museum’s priorities is producing equitable outcomes when it comes to the workplace. We encourage women, black, indigenous, people of color, those in the LGBTQ+ communities, and Veterans to apply even if you do not check all the boxes.
The on-site interviews will give candidates the opportunity to see both the mission in action and our workplace environment. Interview questions will be provided prior to each round for candidates to prepare as you wish.
Screening by Talent Resources completed through written interview question and response.
1st ROUND: Teams Video interview with Director of Talent Resources and Talent Resources Generalist.
2nd ROUND: In person interview with museum President and Director of Talent Resources.
BENEFITS
Individual Coverage Health Reimbursement Arrangement (ICHRA) for Health Insurance
Employer paid: Basic Life Insurance, Basic Accidental Death & Dismemberment Insurance, Long Term Disability
Dental and Vision Insurance
403B and Roth Retirement savings plans with employer match
Pre-tax options for: health spending, dependent care, and transportation
PTO & Floating Holidays
Paid Parental Leave
Free family admission to museum
ABOUT MINNESOCA CHILDREN’S MUSUEM
Minnesota Children’s Museum’s mission is sparking children’s learning through play. We believe that diversity, equity, and inclusion is integral to fulfilling our mission. As a community resource for thousands of families, Minnesota Children’s Museum is dedicated to providing children with a fun, hands-on and stimulating environment to explore and discover.
Located in downtown St. Paul, MN, we employ 55 full-time and 75 part-time employees and engage a variety of volunteers and interns. The workplace values that guide how we work together are: Play, Include, Grow, Serve, and Strive.
We are dedicated to growing a diverse and culturally competent team of highly engaged staff and volunteers to reflect and equitably serve the vibrant community around us. We embrace differences in age, ability, color, ethnicity, gender identity and/or expression, national origin, race, religion, and sexual orientation. We strongly encourage the application of individuals from diverse backgrounds, including but not limited to: Black, Indigenous, and people of color; immigrants and refugees; LBGTQIA individuals; people with disabilities; religious minorities; and the elderly.
MINNESOTA CHILDREN’S MUSEUM SAFE PLAN
Minnesota Children’s Museum is committed to providing a safe and healthy workplace for all of our employees and volunteers. We have developed the SAFE Plan in response to the COVID-19 pandemic. Every leader, manager, employee and volunteer are responsible for implementing this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplace, and that requires full cooperation.
The museum believes COVID vaccinations are a vital tool in protecting yourself and others. We do not mandate a vaccination at this time and encourage our staff to take preventative steps to slow the spread of COVID by staying home when you are sick, testing when sick or exposed, and masking when sick or exposed.
Minnesota Children’s Museum is an Equal Opportunity Employer committed to a culturally diverse work environment.
Title: Office Technician (Typing)
Company: Department of Financial Protection and Innovation
Location: Los Angeles, CA
