Administrative Coordinator

Perenchio Foundation

2 weeks 2 days ago

Pasadena

Administrative

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Job Summary

ABOUT THE PERENCHIO FOUNDATION

The Perenchio Foundation is a private foundation established by the late A. Jerrold “Jerry” Perenchio. We believe that the arts play an essential role in creating more equitable, culturally vibrant, and inclusive communities.

Our mission is to support visual and performing arts organizations in Los Angeles County to create impactful experiences for current and future generations. The Foundation’s work is guided by Mr. Perenchio’s commitment to create a positive, lasting impact in the region through the arts, with a focus on our values of quality, accessibility, and permanence.  

ABOUT THE POSITION

The Foundation is looking for a dynamic Administrative Coordinator to join our fast-paced, high-performing team. In this role, you will be at the heart of our operations, providing essential support to ensure our mission thrives. Reporting directly to the Operations Manager, you will take charge of a variety of critical tasks, from scheduling meetings and processing expense reimbursements to managing office supplies and equipment. If you thrive in a dynamic environment and are eager to contribute to an organization dedicated to the arts, this is the perfect opportunity for you to make a meaningful impact.

Responsibilities

In this pivotal role, you will be responsible for a wide range of tasks that keep our operations running smoothly, including but not limited to: 

  • Coordinate meetings and travel arrangements with precision. 
  • Craft and manage clear, concise communications across all levels of the organization.
  • Streamline e-filing systems and provide accurate data entry support as part of our grantmaking processes.
  • Oversee office operations, including managing mailings, supplies, and equipment.
  • Prepare and distribute meeting agendas and minutes to ensure clear communication and follow-up.
  • Submit expense reports and process reimbursement requests with accuracy and timeliness.
  • Welcome and assist guests of the Foundation, providing a warm and professional first point of contact.
  • Support the planning and logistics management for both virtual and in-person events, ensuring seamless execution.
  • Carry out additional administrative tasks as assigned, contributing to the smooth operation of the team.

Qualifications

CANDIDATE PROFILE 

Passionate about the LA nonprofit sector and the arts, you understand the importance of your role in supporting our mission. You are a natural communicator, equally comfortable engaging with colleagues and external partners. Your warm, welcoming demeanor makes you the ideal first point of contact for our Foundation. You excel at managing diverse personalities and adapting to different communication styles, demonstrating maturity and professionalism in all interactions. You bring a proactive, solutions-oriented approach to every task, ensuring that challenges are met with thoughtful and effective solutions. With a strong sense of integrity, you approach your responsibilities with a commitment to excellence.

QUALIFYING SKILLS AND ATTRIBUTES

To excel in this role, you should bring:

  • Maturity and Integrity: A strong sense of responsibility and ethical standards in all your work.
  • Detail-Oriented: Exceptional writing, editing, and proofreading skills with a keen eye for accuracy.
  • Multitasking and Adaptability: Proven ability to manage multiple tasks efficiently and respond positively to feedback.
  • Proactive and Self-Motivated: Ability to work independently while also being an effective collaborator.
  • Problem-Solving: Strong ability to navigate complexity and find effective solutions.
  • Technical Proficiency: Proficient in Google Workspace and Microsoft Office Suite.
  • Language Skills: Fluency in a second language is highly desired.
  • Education and Experience: Bachelor’s degree or equivalent combination of education and experience, with at least three (3) years of relevant administrative experience required.
  • Licensing: Valid driver’s license and current insurance required.
  • Bonus Skills: 
    • Canva and CRM software experience are a plus.
    • Events or public programming experience are a plus.

Salary & Benefits

  • This is a full-time, non-exempt position based in Pasadena, CA. This position is regularly required to sit, stand, bend, twist, and stoop; occasionally lift or carry up to 15 lbs. It may be necessary to work in busy and loud environments sometimes. 
  • We offer a competitive salary and comprehensive benefits package, designed to support your well-being and professional journey. This position includes:
  • Hiring salary range: $28.85 - $31.73 per hour ($60,000 - $66,000 annually), depending on experience.
  • Hybrid work environment: 3 days in-person and 2 days remote.
  • Comprehensive benefits:  100% paid health insurance, dental and vision coverage, vacation and sick time, national holidays, 401K plan with employer match.
  • Additional perks: Office closure for the winter holidays.

Equal Opportunity Hiring Statement

Perenchio Foundation is an equal opportunity employer. We believe that a diverse mix of minds, backgrounds and experiences are essential to our mission and work. The Foundation provides equal opportunity to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, disability, veteran status or any other protected category under federal, state and local law. 

How to Apply

Ready to bring your passion for the arts and your organizational expertise to our team? 

Cover Letter: Applications without a cover letter will NOT be considered. Please describe why you are interested in working for the Perenchio Foundation and how your experience and background would help you excel in the position.

Application Deadline: The deadline for this position is September 19. We will be reviewing  cover letters and applications as they are received. While applications received after this date may still be considered, we strongly encourage you to apply by the deadline to ensure full consideration. Please note that meeting the priority deadline does not guarantee an interview.

Apply here: https://apply.workable.com/perenchio-foundation/j/50C5A98E50/