People and Operations Coordinator

Manage and maintain COPO calendar, schedule meetings, appointments, and travel arrangements.

Administrative support of four COPO direct reports as needed

Prepare and edit correspondence, reports, presentations and other documents.

Organize and coordinate meetings, including preparing agendas, taking minutes, and follow up on action items for staff committees and Board committees, including but not limited to People & IDEA Committee, Facilities/Building Committee, Risk & Audit Committee, All-Staff Meetings, Museum Inclusion Committee (MIC), People and Operations Management meetings, etc.

Attend, take notes, and report on weekly Ops in Focus meetings

Serve as primary point of contact for internal and external stakeholders on all matters pertaining to the COPO office.

Screen and manage calls and inquiries, ensuring timely responses and prioritization of tasks.

Draft and distribute correspondence on behalf of the COPO.

Distribute any all-staff correspondence.

Assist with special projects and initiatives, ensuring timely execution and delivery.

Conduct research and compile data to support decision-making processes.

Oversee monthly management of People and Operations budgeted expenses and support budget goals.

Submit expenses to Finance on behalf of the COPO and reporting departments (Security, IT, Facilities, and HR) and support accounts payable needs for team.

Maintain office supplies and other common area supplies and ensure the COPO office operates smoothly.

Organize, coordinate, and set up events, conferences, and meetings, both on-site and off-site.

Arrange logistics, such as venue selection, catering, vendor selection, technical support, etc.

Qualifications:

Bachelor’s degree or equivalent experience in a related field.

Minimum 5 years’ related work experience required

Proven experience as an executive assistant or in a similar administrative role.

Proficiency in Microsoft Office Suite and scheduling tools (e.eg. Outlook)

Strong organizational, problem solving, and time management skills.

Experience creating, documenting, and improving administrative or operational processes.

Excellent written and verbal communication skills.

Ability to handle multiple priorities and meet deadlines in a fast-paced environment.

Discretion and the ability to maintain confidentiality

Proactive, resourceful, and able to think critically and take initiative.

Familiarity with budget and expense reporting.

Capacity to collaborate and be part of a team as well as work independently.

Experience in event planning or coordination.

Physical Requirements:

Prolonged periods of sitting at desk and working on a PC.

Walk, bend, lift (up to 15 pounds) files, office supplies, and electronic equipment.

Finger dexterity to pick up paper and use computer keyboard.

Close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing; viewing a computer terminal; extensive reading.

Ability to hear in normal tones including telephone and face-to-face conversation.

Hours & Compensation :

Monday-Friday 9am-5pm

Full-Time, Non-Exempt

Compensation: Commensurate with experience

Location Requirements:

At the time of employment, employees are expected to be located within reasonable commuting distance of the museum. Commuting Distance means they are located in South Florida, and able to commute to and from the Museum in a single day.

Museum Location : 1450 South Dixie Hwy, West Palm Beach, FL 33413

Benefits Offerings:

The museum provides competitive compensation and generous benefits and perks for all eligible employees. Note: Benefits may differ based on employment status.

Medical, Dental, Vision, Worksite plans & Additional Life Insurance

Basic Life Insurance and AD&D, employer paid

Short-term Disability Insurance, employer paid

Flexible Spending Accounts and Health Savings Accounts

401(k) retirement plan and 2% employer match

Considerable paid time off, plus 4 additional discretionary days, and 9 recognized holidays

Flex Work options; hybrid & flexible schedule after an employee’s 90-day probationary period. NOTE: FlexWork is not suitable for all positions.

20% discount for staff in the Museum store

10% discount at The Restaurant

Membership to the ROAM Museum network

Note: Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.

Norton Museum of Art is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Norton Museum of Art makes hiring decisions based solely on qualifications, merit, and business needs at the time.