Executive Coordinator, People & Operations

About the Norton Museum of Art:

Founded in 1941 by Ralph Hubbard Norton and his wife Elizabeth Calhoun Norton, the Norton Museum of Art is Florida’s largest art museum, renowned for its distinguished collection. The Norton Museum of Art welcomes visitors to experience the transformative power of art through intimate and creative encounters with wide-ranging collections and programs of the highest quality. With holdings spanning Contemporary, Early European, Modern, and Asian Art, as well as Photography, the Norton serves as a cherished institution within its community.

Our Commitments:

To uphold our mission and ensure the Norton’s relevance to our community, we are dedicated to the following principles:

• Art: We celebrate and share excellence in the arts in all its forms.
• Audience: We cultivate meaningful dialogues and relationships with a diverse and inclusive audience.
• Ambassadors: Our employees, Trustees, volunteers, and partners are the vital links connecting Art and Audience.
• Foundations: We are committed to preserving the Norton’s fiscal and physical legacy for future generations.

Job Purpose:

The Executive Coordinator, People & Operations reports to the Chief Operating and People Officer (COPO) to provide administrative support and coordinate operations for the People and Operations departments. They will direct the general office workflow, manage extensive calendaring, reporting, and budgeting; organize high volumes of email; and handle inquiries from a wide range of people including staff, Board and committee members, vendors, and community partners. The People and Operations office oversees a team of 50 individuals encompassing Human Resources, Facilities, IT, and Security.

Essential Duties and Responsibilities: 

Responsibilities include, but are not limited to:

Administrative Support

• 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

Communications Management: 

• 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.

Project Coordination:

• Assist with special projects and initiatives, ensuring timely execution and delivery.
• Conduct research and compile data to support decision-making processes.

Office Management:

• 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.

Event Planning:

• 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.