Administrative Assistant
Venice Arts
Los Angeles, CA

Position Summary: Venice Arts seeks an energetic, well-organized, and versatile individual. Working under the supervision of the Grants and Administration Manager, this full–time position’s primary duties and responsibilities include:

•Office management and administrative support, including maintaining efficient office systems, filing, archiving, and data entry/management
•Providing general reception and clerical support
•Maintaining the inventory of materials and supplies
•Assuring the maintenance of the facility and vehicles
•Assisting with participant enrollment, among other responsibilities.
Qualifications: Must demonstrate prior experience working in an office setting managing multiple priorities in a calm and organized manner. Experience on the Macintosh platform and with Microsoft Office, required, as is experience with database software, Filemaker Pro preferred. As this position interacts regularly with mono–lingual, Spanish–speaking families, candidates must be fully bilingual; excellent written communication skills in both Spanish and English also required.

Email your résumé and cover letter, highlighting relevant experience. For a complete job description, go to http://www.venicearts.org/assets/media/30151.PDF

Contact:
Email:jobs@venicearts.org
Phone:no phone calls please
Addressee:no walk-ins please
Address: 1702 Lincoln Blvd., Venice, CA 90291
Website: www.venicearts.org

Deadline: 03-01-2013

This post was submitted by Tara Aesquivel.

The Development Operations Assistant will provide administrative support and coordination for LA Opera’s development staff, with emphasis on the areas of donor stewardship and finance.

Responsibilities include processing gifts, monitoring revenue and expenditures, drafting and preparing donor correspondence and acknowledgements, data mining and report generation, assisting with events, and helping to establish positive and responsive relationships with donors, prospects and Opera staff.

Qualified candidates will have worked extensively in Word, Excel and Outlook, have experience with database applications, demonstrate the ability to attend to detail in a fast-paced, multi-tasked environment and have strong written and oral communication skills.

Please send résumé and salary history to: jobs@laopera.com. No phone calls please.

This post was submitted by Laura Bennett.

Burbank Arts for All Foundation seeks a new Administrative Coordinator.

Job Opportunity: Administrative Coordinator

Reports to: Director of Development

BURBANK ARTS FOR ALL FOUNDATION (www.BurbankArtsForAll.org), a 501 (c)(3) non-profit education foundation, has been dedicated to raising funds on behalf of visual and performing arts education programs in the Burbank Unified School District since 2005. Through a combination of corporate sponsorships, individual memberships, donations and fundraising events, Burbank Arts for All Foundation has, to date, awarded more than $150,000 in grants to our schools for a variety of arts education programs as part of a student’s core curriculum.

But we’re just getting started! And we’re currently looking for a reliable Administrative Coordinator.

We seek an A+ candidate that wants to grow with the foundation. Everyone’s job here is important, bearing the responsibility of a variety of challenging and fulfilling work; no one here does just ‘one thing,’ so we seek a candidate who:

• Provides comprehensive administrative support for the organization and assistance to the Director of Development including maintaining donor database, formal written and email correspondence, scheduling meetings, coordinating special events, and preparing bulk mailings
• Attends community outreach meetings and occasional evening/weekend events
• Organizes grant application submissions and prepares materials for grant panel members
• Coordinates annual membership drive / campaign to all BUSD schools
• Prepares materials and takes minutes for Executive Committee and Board of Directors meetings
• Assists with other data input, filing, copying, communications, coordination, transcription, and other duties as requested

SKILLS & QUALIFICATIONS:

• Minimum 3 – 5 years of experience in positions of increasing responsibility
• Bachelor’s degree preferred
• Excellent MS Office Suite skills (Word, Outlook, PowerPoint, Publisher, Excel) and Adobe PDF
• Experience with Donor Perfect or other database management system
• Demonstrated strong organizational and time management skills with attention to detail
• Ability to multi-task, while remaining flexible and working as a team player
• Able to maintain positive, professional interpersonal relations with Board members, donors and community
• Working knowledge of Constant Contact and Word Press is a plus
• Able to handle confidential material in a professional and responsible manner
• Car, valid driver’s license and insurance required

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
This is primarily an office position that requires only occasional bending, reaching, stooping, lifting and moving of office materials weighing 25 pounds or less. The position requires daily use of a personal computer and requires entering, viewing, and revising text and graphics on the computer terminal and on paper. Some local travel required.

COMPENSATION AND HOURS:
• 30 – 40 hours per week, $15 per hour

Please send a cover letter, a list of three professional references and current resume to:
Trena Pitchford, Director of Development, at info@burbankartsforall.org

Position Summary

The Gabriella Foundation supports 2 major programs: everybody dance!, a dance program serving over 2000 inner-city students ages 4-19, and Gabriella Charter School, a dance-themed K-8 charter school with 432 students.

The Administrative Office Assistant [AOA] is responsible for providing administrative and clerical support to the Foundation and its programs.

The Administrative Office Assistant is a part-time position, approximately 12 hours/week with flexibility to increase hours as needed. Schedule will be 3 of the 4 days of Monday-Thursday, to be determined, in the late afternoons—2pm-6pm or 3-7pm. Hourly rate will be determined by experience and qualifications and in the range of $12-$15/hour.

Essential Functions:

Administrative and Clerical Support

• Reception—greet visitors or vendors, take deliveries and field phone calls.
• Supply ordering and inventory: order and replenish office supplies and apparel for the Foundation and for Programs. Coordinate catering for meetings or gifts as requested.
• Provide verbal or written translation as needed for Foundation and Programs
• Run errands as needed for the Foundation and Programs or Executive Director
• Perform HR or Development Tasks as needed or required

Bookkeeping

• Accounts Payable: Generate and process purchase orders, code invoices. Prepare the Foundation credit card for payment by assembling receipts and coding expenses. Submit all to business management firm.
• Accounts Receivable: Process and code incoming donations and receipts, properly code each receipt and prepare weekly deposit. Submit deposit reports to the DOA.
• Process Reimbursements: Prepare employee reimbursements and submit to business management firm.

Requirements:

The ideal candidate will possess the following experience:

• Bookkeeping: accounts payable and receivable, expense reimbursements and cash handling
• Phone and in-person reception
• Fluency with Microsoft Office Suite
• Database experience (HRIS or donor database] a plus
• Bilingual in Spanish and English

The ideal candidate must:

Possess a strong work ethic and a “can-do” attitude. Have the ability to multi-task and work quickly and possess excellent organizational skills. Possess both excellent verbal and written communication skills and interpersonal skills and demonstrate the ability to communicate with children, parents, colleagues and supervisors clearly and concisely and with empathy and professionalism. Be comfortable responding to and being accountable to multiple supervisors. Possess the ability to work independently and with a team. Enjoy working in an arts organization. Oral and written fluency in Spanish is considered a very strong plus.

Qualified candidates should submit a cover letter and resume to employmentgaef@gabri.org. Please include “Administrative Assistant” in the subject line. No calls please. EOE. The Gabriella Foundation performs background checks.

Los Angeles Opera has an exciting opportunity available for a Human Resources and Finance Coordinator, reporting to both the Chief Financial Officer and the Director of Human Resources/Labor Relations.

The Human Resources and Finance Coordinator will have the opportunity to interact with all departments at LA Opera, both artistic and administrative, union and non-union. The position will provide support in employment, workers’ compensation, health and safety, recruitment, employee events, policy administration, musical instrument insurance and labor relations. The Human Resources and Finance Coordinator will provide general ledger account reconciliation for payroll-related and other accounts and provide general support to the Controller and CFO in budget, reporting and audit functions. The Human Resources and Finance Coordinator will also be responsible for new hire orientation, screening job applicants, helping to coordinate internship programs, assisting in the preparation for union contract negotiations, administration of workers’ compensation claims, maintenance of various staff listings online and in performances publications and other duties as assigned.

Qualified candidates will have a BA/BS degree or equivalent work experience. Strong organizational skills, attention to detail and proficiency in Word, Excel and Outlook required. Candidates must have excellent written and verbal communication skills and demonstrated ability to work well with all levels of staff. Discretion, diplomacy, sensitivity to confidential information and tact are a must. Experience in human resources highly desirable. Prior experience in a non-profit or performing arts environment strongly preferred. Must be available to work overtime hours as required.
Please send cover letter, resume and salary requirements to jobs@laopera.com.
No phone calls please.

This post was submitted by Jody Horwitz.