Coordinator, Visitor Services at Lucas Museum of Narrative Art – Los Angeles, California
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About This Position
POSITION SUMMARY
The Coordinator, Visitor Services provides administrative, scheduling and project management support to the Visitor Services Department. Reporting to the Director, Visitor Services, the role requires strong coordination, administrative and communication skills to a fast-paced organization and support work that contributes to the overall visitor experience.
- Provide general administrative support and assist with special projects for the Visitor Services management team, including pre-opening planning, staff scheduling, team events, training coordination, new hire onboarding coordination, and external-facing events, in partnership with and under the guidance of the People & Culture Team and other relevant departments
Support project management across Visitor Services by tracking progress, timelines and immediate risks in Airtable or other project management tools
Liaise with Finance and Accounts Payable on vendor payments, invoicing, and budget tracking process for the Visitor Services department
Maintain and assist in preparation of supporting materials for the Director, Visitor Services in preparation of meetings and events
In coordination with the Director, Visitor Services, organize departmental meetings, notify attendees, record and distribute minutes, and provide meeting recaps, reports, and summaries to cross-departmental teams
Serve as an ambassador and point of contact to Museum visitors; provide backup support to front-of-house team for special circumstances such as VIP Tours
Assist with visitor feedback collection and reporting; maintains and manages division records on policies and procedures
Perform special projects and other duties as assigned by the Director, Visitor Services
Analytical Rigor: Simplifies complex problems by using critical thinking to evaluate problems, gathering information, incorporating multiple perspectives, understanding causes, and identifying best-possible solutions. Invests time in planning, discovery, and reflection to drive better decisions and more efficient implementations. Adopts an audience-centric approach, understanding the needs of the audience and incorporating them, as appropriate, into the decision.
Courageous Communication: Intentionally works well with others both on the team and cross-functionally to achieve individual, team, department, or organizational goals. Values diverse input and working with others as a way to achieve the best output possible.
Collaborative Excellence: Displays courage when handling difficult conversations and genuinely and intentionally communicates. Relays key messages effectively, targeted to specific audiences. Identifies others' communication styles and perspectives, adjusting language and approach accordingly. Employs active listening to understand, rather than reply. Asks for, integrates, and values feedback from team, peers, and leaders.
Adaptive Resilience: Thrives and grows in a rapidly changing and complex environment. Displays flexibility, activates networks, and adopts a continuous growth mindset to learn from mistakes and bounce back from adversity.
Inclusive Interaction: Actively contributes to an environment in which all employees feel a sense of belonging, valued for their differences and empowered to participate and contribute freely.
Bachelor’s degree or equivalent work experience in an administrative or related role required
3-5 years related experience in non-profit, arts, museums, and/or relevant setting required
Extremely well-organized with excellent time-management and follow-through skills
Self-motivated with a high level of initiative, resourcefulness, and accountability
Excellent verbal and written communications skills
Ability to interpret, analyze and synthesize data and to communicate findings using diagrams and written reports
Excellent judgment and diplomacy when working with all stakeholders
Experience managing facilities and logistics within museum or high-activity settings
Proficiency in Microsoft tools (Excel, Word, Teams, Sharepoint, OneDrive, Planner)
Working knowledge of donor databases and email software; experience with Tessitura is a plus
Experience using project management tools (Airtable, Asana, etc.) is preferred
Impeccable integrity and ability to maintain confidentiality; excellent judgment
Interest, capacity, and organizational ability to excel in a fast-paced, diverse, multi-tasked environment
- Ability to work effectively across a wide variety of projects concurrently while maintaining alignment with departmental goals
Ability to remain calm under pressure while managing competing priorities in a high-volume environment
Ability to take direction and consolidate feedback
$24 - $28 an hour