Executive Assistant

THE BROAD

The Broad was established to make contemporary art accessible to the widest possible audience. Founded in 2015 on Grand Avenue in downtown Los Angeles by philanthropists Eli and Edythe Broad, the museum offers free general admission and presents an active Program of special exhibitions and innovative live events, all within a landmark building designed by Diller Scofidio + Renfro. Welcoming around 900,000 visitors per year, The Broad is a bustling public space and serves as home to the Broad collection, one of the world’s leading collections of postwar and contemporary art, which continues to grow as new artists and artworks are added. The museum is also the headquarters of The Broad Art Foundation’s worldwide lending library, which has been loaning collection works to museums around the world since 1984. An expansion of the museum will open before the 2028 summer Olympics in Los Angeles, creating even greater public access.

ABOUT THE POSITION

The Executive Assistant provides high-level executive support to two leaders in the museum, the Chief Operating Officer (COO) and the Chief Strategy Officer (CSO). They ensure both leaders’ time is effectively allocated and that they have the information, materials, and coordination needed to advance institutional priorities.

The Executive Assistant will perform a wide range of support activities including calendar management, reviewing, prioritizing, and managing incoming requests through email and other communication, travel arrangements, executive communications, project coordination and tracking, preparation of reports and presentations, and other duties as required by a complex and evolving work environment. Candidates must demonstrate experience supporting senior executives or principals on multifaceted and sensitive issues, an ability to handle a high degree of confidential information, exceptional time management and organizational skills, strong written communication and sound judgment, and high standards for attention to detail and quality of work.

DUTIES AND RESPONSIBILITIES

• Provide high-level administrative support, anticipating, identifying, and addressing the needs of the COO and CSO, and executing solutions to those needs in a timely manner.
• Manage the COO’s and CSO’s calendars with strategic prioritization, coordinating internal and external meetings, deadlines, presentations, travel, and other commitments while protecting executive time and ensuring it is effectively allocated. Track invitations, internal and external meeting requests, and PTO requests from their direct reports, and proactively identify scheduling conflicts, gaps, and competing priorities.
• Help organize and synchronize the COO’s and CSO’s efforts, through monitoring a steady stream of commitments and deadlines and attending key planning meetings to take notes on themes, conclusions, and follow-up action items, and track the status of action items assigned and timeliness to help ensure follow-through.
• Maintain executive and project calendars to track key activities, milestones, and deadlines in alignment with institutional priorities.
• Provide project management and coordination support for initiatives led by the COO and CSO, working across teams to track timelines, deliverables, roles, responsibilities, and outstanding items; maintain current knowledge of project status and be prepared to provide a concise status summary as needed; help move cross-team initiatives forward; and serve as a point person for questions and coordination on behalf of the COO and CSO.
• Draft emails, correspondence, announcements, and other communications on behalf of the COO and CSO, producing polished, accurate, ready-to-send materials and helping maintain consistency across executive communications.
• Communicate professionally and effectively with staff, senior leadership, Board members, and external stakeholders, exercising discretion, sensitivity, kindness, and sound judgment as a representative of the executive offices.
• Research individuals and organizations requesting meetings or engagement with the COO and CSO and maintain relevant contact and relationship information to support informed decision-making and relationship management. Maintain sections of the master contact list pertaining to the COO and CSO, i.e., expansion-related invitations, sponsorship-related invitations, and miscellaneous cultural institutions.
• Provide support for Board meetings, including logistics, preparation of materials, and recording and tracking follow-up actions.
• Assist in the contract management process and ensure an up-to-date and accurate contract inventory.
• Maintain, executive and departmental files and records, ensuring accuracy, accessibility, and confidentiality.
• Coordinate travel arrangements for the COO and CSO and submit invoices and expense reports for payment and reimbursement.
• Serve as a delegate for time tracking.
• Exercise independent judgment in prioritizing requests, managing competing deadlines, and determining when to escalate issues.
• As a member of the administrative/office support team, responsibilities in this role also include ordering supplies, maintaining office equipment, and providing general administrative office support as needed.
• Other duties as assigned.