Legal and Administrative Assistant
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Job Location:
Brooklyn, NY - USA
Monthly Salary:
Not Disclosed
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
Legal and Administrative Assistant
Museum Overview
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art history and heritage. Our mission is to bring people together through art and experiences that inspire celebration compassion courage and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections exhibitions and programming is the core of who we are and what we do.
We are committed to creating and cultivating a community of talented passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About the role
The Legal & Administrative Assistant is a member of the Directors Office team supporting the Chief Operating & Financial Officer (COO/CFO) General Counsel (GC) in both administrative and legal operations. The Assistant will help build and maintain the Museums legal infrastructure - including contracting systems compliance calendars and policy management - while also maintaining the COO/CFO GCs official schedules organizing meetings and events and ensuring smooth day-to-day coordination with the Directors Office.
The ideal candidate for this role must thrive in a fast-paced environment that is mission-driven results-driven and community-oriented. The Administrative Assistant will provide attentive intelligent intuitive and proactive support to the Directors Office and the COO/CFO GC. It is essential that this candidate possess impeccable written and oral communication skills as well as strong and resourceful problem-solving and decision-making capabilities. The Assistant will coordinate and work collaboratively with the other Executive Assistants in the Directors Office and staff throughout the Museum. The Assistant also deeply understands the importance of representing the Directors Office and therefore the Museum and as such is a thoughtful proactive and gracious communicator with the Museum staff Board and all our external addition the best candidate is passionate about the Museum forward-thinking full of Brooklyn pride and art-loving.
Responsibilities:
Museum Overview
The Brooklyn Museum is a world-renowned cultural institution dedicated to preserving and showcasing art history and heritage. Our mission is to bring people together through art and experiences that inspire celebration compassion courage and the will to act. Our vision is to serve as an institution where art is a powerful force for personal transformation and social change. Celebrating our differences and learning about our diverse communities through our collections exhibitions and programming is the core of who we are and what we do.
We are committed to creating and cultivating a community of talented passionate people who are inspired to make the Museum an important hub of community activity and a great global destination. Our staff have the opportunity to grow their professional skills and work collaboratively with colleagues they admire and respect.
About the role
The Legal & Administrative Assistant is a member of the Directors Office team supporting the Chief Operating & Financial Officer (COO/CFO) General Counsel (GC) in both administrative and legal operations. The Assistant will help build and maintain the Museums legal infrastructure - including contracting systems compliance calendars and policy management - while also maintaining the COO/CFO GCs official schedules organizing meetings and events and ensuring smooth day-to-day coordination with the Directors Office.
The ideal candidate for this role must thrive in a fast-paced environment that is mission-driven results-driven and community-oriented. The Administrative Assistant will provide attentive intelligent intuitive and proactive support to the Directors Office and the COO/CFO GC. It is essential that this candidate possess impeccable written and oral communication skills as well as strong and resourceful problem-solving and decision-making capabilities. The Assistant will coordinate and work collaboratively with the other Executive Assistants in the Directors Office and staff throughout the Museum. The Assistant also deeply understands the importance of representing the Directors Office and therefore the Museum and as such is a thoughtful proactive and gracious communicator with the Museum staff Board and all our external addition the best candidate is passionate about the Museum forward-thinking full of Brooklyn pride and art-loving.
Responsibilities:
Administrative and Executive Support
- Manages the COO and GCs calendars and meetings in partnership with the leadership team including anticipatory prep for meetings such as compiling agendas and materials
- Prepares weekly projected scheduling reports with call outs to milestone meetings and projects moving forward
- Makes arrangements for the COO GCs travel meetings and events.
- Manage expenses credit card reconciliations and scheduling for key initiatives.
- Works closely with Chief of Staff to proactively secure critical meetings to move major institutional priorities forward
- Receives guests of the COO GC and builds rapport with external stakeholders to major initiatives
- Build strong working relationships with internal teams and external partners.
Legal and Paralegal Support
- Support preparation of materials for Board and Committee meetings. Maintain notes and meetings for other administrative meetings and events
- Manage contract review and procurement processes including drafting reviewing and tracking agreements across all museum operations
- Conduct preliminary research on legal matters governance questions and regulatory compliance requirements
- Maintain employee handbook and policies Board bylaws and governance documents
- Coordinate with external counsel including scheduling document sharing and maintain litigation files
- Maintain compliance calendars for insurance renewals regulatory filings and annual policy reviews
- Assist with responses to audits subpoenas or agency requests.
- Monitor legislative and regulatory developments that may impact museum operations
- Help coordinate and prepare materials for legal training sessions for museum staff
- Maintain comprehensive legal files databases and tracking systems for all ongoing legal matters including management of the internal Legal Sharepoint site for staff.
- Support crisis management and emergency legal response coordination when required
Requirements:
- Associate/ Bachelor Degree; paralegal certification or prior paralegal/legal operations experience strongly preferred.
- 3-5 years of experience supporting executives attorneys or legal/compliance functions.
- Highly proficient in written and verbal communications with strong grammar vocabulary and composition skills
- Highly proficient in MS Outlook Word Excel and PowerPoint familiarity with ContractSafe or similar CLM tools is a plus
- Detail-oriented possessing strong organizational skills initiative and self-motivation
- Able to proactively prioritize and manage time juggle multiple duties and tasks and meet deadlines
- Able to anticipate problems ask questions seek solutions and effectively communicate them to the President and her staff
- Eager to learn grow and thrive in a dynamic and high-paced environment.
- Able to maintain confidentiality and discretion and possess good judgment
- Professional welcoming demeanor and an orientation towards customer service with an ability to work with a diverse group of staff visitors and stakeholders
- Collaborative style and ability to adapt and incorporate input from various teams across the Museum
- Passionate about arts and culture and committed to the Brooklyn Museum mission and vision
- Able to work onsite at the Brooklyn Museum four days a week and effectively remotely one day a week
- Possess excellent judgment a great attitude strong work ethic and a sense of humor
Department:Executive Admin
Reports to:General Counsel
Position type:Full-time
Union status:Non-Union
FLSA status: Exempt
Salary:$74298.43
Schedule:35 hours per week MondayFriday 9 am5 pm (hybrid 4 days per week onsite 1 day remote)
Key Skills
- Generator
- Accomodation
- Football
- Advertising
- Architectural Design
About Company
The Brooklyn Museum is an art museum located in the New York City borough of Brooklyn. At 560,000 square feet, the museum is New York City's second largest in physical size and holds an art collection with roughly 1.5 million works.
