People and Operations Coordinator

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 People & Operations Coordinator 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:

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…