Office Administrator (CCF)

The California Community Foundation (CCF) is a public, charitable organization serving Los Angeles County in multiple capacities since 1915. We encourage philanthropy by individuals, families, companies and organizations, and serve as a trusted steward of their charitable funds and legacies. We make grants and collaborate with nonprofits in specific areas, concentrating attention and resources on the needs of the most vulnerable individuals and groups in the community.

CCF is hiring an Office Administrator, reporting to the Director of Human Resources. This position is responsible for providing administrative support to the organization in addition to the coordination of emergency and facility management. This position serves as the primary back-up for front desk phone and reception coverage and is a vital part of the Human Resources and Administration department.

Major Responsibilities:

• Office Administration : Coordinates support for all office operations including opening the office each morning and morning meeting set-up, office closing and meeting clean-up. Orders and receives furniture, office supplies and equipment within CCF budget guidelines. Reviews and compiles office services invoices.
• Facility Coordination : Acts as liaison with building management for cleaning services, building maintenance and repairs, safety/emergency preparedness and security. Communicates facility-related information to all staff.
• Emergency Management : Serves as floor warden for CCF office, coordinating and maintaining roster of emergency assistance staff, and interacting with building management to ensure the safety of all staff and visitors to the CCF offices.
• Vendor Administration : Coordinates outside vendor relationships for office services, including equipment maintenance, water delivery, coffee service, and invoice reconciliation.
• Files and Records : Oversees general operation of on-site file systems, Electronic Records Management System and file retention policies. Establishes and ensures maintenance of databases and department filing systems.
• Administrative Support : Provides administrative support to the Human Resources and Administration Departments including composing correspondence; processing mailings; scheduling meetings; and maintaining department files.
• Front Office Support : Acts as primary back-up for front-desk phone and reception coverage during breaks and in the absence of the receptionist.
• Special Projects : Coordinates administrative tasks and special projects with other CCF departments.
• General : Assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF.

Qualifications:

• Experience : Minimum of three to five years of experience in providing a broad range of high-level administrative tasks and projects.
• Education : Bachelor’s degree in related field required.
• Communication Skills : Superior interpersonal, verbal and written communication skills required.
• Confidentiality and Discretion : Ability to keep all job and personnel-related information confidential.
• Technology Skills : Strong computer proficiency, including mastery of the Microsoft Office software suite.
• Organizational Skills : Superior organizational skills and attention to detail.
• Team Work & General Skills : Ability to work well independently and as a team member.

Working Conditions:

Requires the ability to sit and work at a desk for several hours at a time and attend meetings outside the office.

Compensation:

This is a regular, full-time, non-exempt position. Salary is dependent on experience and qualifications. A generous benefit package is provided to all full-time staff.

CCF is an Equal Opportunity Employer. We are committed to the principle of equal employment opportunity for all applicants and employees.