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Operations Associate

Employer
Mortimer and Mimi Levitt Foundation
Location
Echo Park, Los Angeles, CA; hybrid schedule
Salary
$24.00 to $26.25 per hour; commensurate with experience
Closing date
Apr 12, 2024

Job Details

Position Title: Operations Associate
Reports to: Vice President of Operations
Location: Echo Park, Los Angeles, CA; hybrid schedule
Time Commitment: Full-time
FLSA Classification: Non-exempt

Announcement Date: March 13, 2024
Applications Due: Open until filled
Compensation: $24.00 to $26.25 per hour; commensurate with experience

 

About the Levitt Foundation

The Mortimer & Mimi Levitt Foundation exists to strengthen the social fabric of America. We’re a national social impact funder at the intersection of music, public space, and community building that partners with nonprofits and changemakers to build a more equitable, healthy, and thriving future for all. We realize our mission of building community through music through supporting free, live music, as well as projects and programs that advance equitable music ecosystems. In 2024, more than 650 free outdoor Levitt concerts will take place in 45 towns and cities across America, bringing joy to over 750,000 people of all ages and backgrounds.

The Levitt Foundation Is committed to equity, diversity, and Inclusion (EDI) throughout our organization and all aspects of our work, recognizing this commitment as essential to realizing the Levitt mission. We value having a team with a wide range of perspectives, backgrounds, experiences, and skills so our approach to grantmaking is well-rounded and the connection with our team members and the communities we support is authentic. We strive to create a positive working culture through professional development opportunities, employee recognition, and team-building events and activities. We focus on creating a working environment that promotes collaboration and fairness. Our commitment to EDI fosters a culture where team members can truly belong, contribute, and grow. We believe in the value of every individual and encourage applications from people of any age, gender identity, sexual orientation, race, religion, ethnicity, disability, veteran status, and any other characteristic or identity. To learn more about the national Levitt network and the Levitt Foundation, visitlevitt.org.

Position Summary

The Mortimer & Mimi Levitt Foundation Operations Associate provides overall administrative support to the organization. This position assists with general office management, arranges staff travel, reviews expense reports, provides support to the Vice President of Operations and the Operations & Special Events Manager, and assists in the coordination of Levitt Foundation and national Levitt network events. The Operations Associate plays a key role within the Operations Department, with regular interaction with staff, vendors, and Levitt Foundation partners and grantees. This is a full-time, non-exempt position that reports to the Vice President of Operations.

Responsibilities

Administration

  • Answer phones, take messages, open/distribute mail, ship materials, greet and welcome guests, provide visitors with general information and perform general clerical duties
  • Maintain office supply inventory, anticipate supply needs, ensure timely ordering and receipt/distribution of supplies
  • Assist with placing office work orders; ensure all common areas remain organized; coordinate periodic office cleanings
  • Maintain staff equipment inventory and process software purchases; ensure equipment is stocked and functioning; arrange maintenance for major office equipment
  • Assist with the management of IT for the office and staff; place service calls as needed
  • Coordinate meetings and conference calls; assist with preparation of meeting materials and arrange catering; manage conference room calendar
  • Coordinate travel for staff members, including booking flights, accommodations, and ground transport Process subscriptions and memberships, according to organization’s renewal schedule
  • Maintain organization’s physical and digital filing systems
  • Organize and maintain organization’s records, contracts, and archives, including collateral materials
  • Assist with vendor selection and management, to ensure optimal office operations
  • Document and track office operations and procedures, including vendor contacts
  • Draft, prepare, and edit documents including agendas, letters, reports, special projects and other documents in a range of formats including Word, Excel, PDF, and PowerPoint Provide general administrative support for the Foundation and Levitt network as needed

Finance

  • Assist staff with monthly expense reimbursements; track and review expense reports for accuracy prior to submission to AP for processing
  • Track and review expense reports from the Levitt network
  • Maintain the organization’s donor management database including donor and gift entries, prepare gift acknowledgements, create queries, run reports, organize lists, and continually maintain accurate records; process monthly donations
  • Scan financial transaction records including receipts, invoices, and expense reports for electronic files; scan all documents for online filing and record keeping
  • Make bank deposits as needed Assist with the Foundation’s annual audit and tax returns preparation

Human Resources

  • Champion the organization’s commitment to equity, diversity, and inclusion by participating in and promoting the office culture of inclusion, collaboration, and fairness
  • Draft and create meaningful and informative flyers and email messages for internal use in support of team-building and the organization’s commitment to EDI
  • Coordinate monthly employee Paid Time Off process, updating staff records on a regular basis
  • Assist with employee on-boarding/off-boarding and new hire paperwork; post job announcements
  • Assist with general human resources forms and notifications Assist Vice President of Operations with staff trainings
  • Assist Vice President of Operations with employee benefits administration as needed

Events

  • Assist with the preparation and execution of Foundation events, including Levitt network events, group site visits, and national convenings and conferences; coordinate vendors and event logistics, track guest lists and RSVPs, and provide onsite support including setup and breakdown
  • Assist with team building and wellness activities, including Levittivity events, and employee recognition and appreciation

General

  • Act as organization ambassador at internal and external events and support the organization’s presence at such events
  • Assist with special projects as directed Perform other related duties as assigned

Qualifications

  • 2-3 years of relevant experience
  • Excellent communication, interpersonal, and listening skills; great phone presence with ability to deliver excellent guest service
  • Proficient with Microsoft Office and Adobe Acrobat; strong computer proficiency, experience with Macs a plus but not required
  • Strong project management skills with demonstrated track record; strong ability to manage multiple projects simultaneously while meeting deadlines
  • Ability to problem solve, think creatively, and adapt to shifting priorities as needed
  • Excellent attention to detail and accuracy Comfortable working in a fast-paced, evolving environment
  • Highly self-motivated with ability to work independently and collaboratively as part of a national team
  • High level of integrity and discretion in handling sensitive and confidential information
  • Willingness to work flexible hours, including some nights and weekends on occasion
  • Able to sit or stand for a prolonged period of time
  • Passion for the Levitt mission of building community through music

Application Submission

To apply, email your cover letter and resume to levittsearch@levitt[dot]org with “Operations Associate” in the subject line.

The Levitt Foundation offers a dynamic work environment and competitive salary commensurate with experience. Benefits include health insurance, 401(k), and other benefits. EEO/AAW employer.

Our Commitment to Equity, Diversity and Inclusion: We deeply understand the value of bringing together a team with different perspectives, backgrounds, and life experiences, and we prioritize diversity within our team. We encourage people from underrepresented backgrounds to apply.

Company

The Mortimer & Mimi Levitt Foundation is a national private foundation that exists to strengthen the social fabric of America. We empower communities to transform neglected outdoor spaces into welcoming destinations where the power of free, live music brings people together and invigorates community life.

The Levitt Foundation realizes its mission through two key programs: permanent Levitt venues and the Levitt AMP [Your City] Grant Awards, an annual grants competition. In 2016, more than 400 free Levitt concerts will be presented in 22 towns and cities across America, serving more than 600,000 people. All Levitt concerts feature acclaimed, emerging talent to seasoned, award-winning artists in a broad range of music genres. Levitt’s family-friendly vibe and open green spaces attract people of all ages and backgrounds. Friends, neighbors, as well as those whose paths might not cross otherwise, gather to relax on the lawn or dance to the music. As an example of the high caliber talent presented across the Levitt network, the 2016 GRAMMY nominees included 21 artists who have performed on Levitt stages in recent years.

Permanent Levitt venues are located in cities as diverse as Los Angeles and Pasadena, California; Westport, Connecticut; Bethlehem, Pennsylvania; Memphis, Tennessee; and Arlington, Texas. Each permanent Levitt venue is programmed, managed and supported by its own 501(c)(3) Friends of Levitt nonprofit organization, presenting 50+ free concerts every year. Due to accelerating interest from cities and engaged citizens, the Levitt network is growing. Developing Levitt locations across the country include Denver (opening 2017), Houston (opening 2018), and Sioux Falls, S.D. (opening 2019), amongst other cities.

In 2016, the Levitt AMP [Your City] Grant Awards were awarded to 15 small to mid-sized towns and cities, including Greensboro, N.C.; Sheboygan, Wis.; North Adams, Mass.; Asbury Park, N.J.; and Middlesboro, Ky., to name a few. Each Levitt AMP winner will present 10 free concerts in a reimagined public space beginning this spring and continuing through the fall.

Visit www.levitt.org to learn more.

Company info
Website
Telephone
2132016100
Location
1910 W. Sunset Blvd. #600
Los Angeles
CA
91706
United States

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