Operations & Administration Manager

Operations & Administration Manager

Job Description

To apply for this role, please use the following link instead of applying through Idealist.org: https://airtable.com/appGCzTfiiA9b3QnS/pagy22RtY5E0uoyhc/form

About ARLA

Accelerate Resilience L.A. (ARLA), a sponsored project of Rockefeller Philanthropy Advisors, works to heal living systems by aligning people and places in service of community resilience in the Los Angeles region. ARLA supports a diverse ecosystem of partners who are contributing to a thriving, regenerative future for all life in the Los Angeles region.

We do this by convening partners, facilitating collaboration, and providing support in the forms of educational materials, tools, research, data, capacity building, and project funding. Our work is grounded in a living infrastructure approach, one that recognizes humans are part of nature, not separate from it, and that we must work in concert with natural systems, not against them.

We are seeking a highly organized, systems-minded Operations & Administration Manager to serve as the operational backbone of a small, collaborative team. This role is responsible for both ensuring that ARLA’s core systems run smoothly and effectively, and partnering closely with the Interim Executive Director to support her day-to-day work.

This role will report to Jennifer Bravo, Interim Executive Director.

Responsibilities

Operations

• Grant management: oversee and manage the full lifecycle of grants processing, including communicating with the ARLA team, partners, and RPA liaisons on grant proposals; submitting and tracking grant requests through a grants management system; and tracking grant payments and grant reports
• Vendor and software management: manage consultant contracts and payments, vendor relationships, website and IT infrastructure, and other partner relationships
• Reporting management: support the Interim Executive Director with annual budgeting, monthly financial reviews, and quarterly progress reports
• Advisory Council coordination: develop Advisory Council materials, including agendas and presentations; schedule and manage Advisory Council meetings
• Systems and content management: maintain an organized system for files, documents, and other project content
• Risk management: collaborate with the Interim Executive Director and ARLA team on risk management, including risk assessments and mitigation plans
• Event production: manage production of in-person workshops, grantee meetings, charrettes, team conference travel, or partner convenings
• Incoming inquiries: serve as the primary point of contact for incoming questions and requests
• Manage other day-to-day operations as needed

Executive Support

Partner closely with the Interim Executive Director to support her in the following:

• Scheduling: managing the Interim Executive Director’s calendar and ARLA’s community calendar
• Communications: taking calls, responding to voice mails and emails, and interfacing with external contacts
• Speaking engagements: managing invitations, responses, and travel arrangements
• Advisor and donor relations
• Other administrative tasks as needed, including expense reports and file management

This is a seasoned mid-level operational support role centered on strengthening and improving ARLA’s existing processes and systems through consistent, high-quality execution.

Required Skills & Experience

• 6+ years of experience in operations, nonprofit management, or executive support roles
• Passionate about climate resilience, environmental justice, and equity
• Highly organized, detail-oriented, great at project management, and passionate about making sure the trains run on time
• Exceptional interpersonal skills, with strong written and verbal communication skills, and a collaborative and team-oriented perspective; someone who resonates with our engagement principles
• Experience with online systems for grants processing, contracting, invoicing, expense reimbursements, and/or accounting
• Experience with document management systems, video conferencing services, project management systems, and other online platforms (experience with Google Workspace and Zoom preferred)
• Experience using spreadsheets to track and analyze budget and grantmaking data, including an understanding of basic financial terms
• Comfortable working independently in a mostly remote environment, with the ability to both take initiative and take direction
• Willing and able to uphold a strict level of confidentiality

Candidates must be authorized to work in the United States; visa sponsorship is not available for this role.

The ARLA team is small, collaborative, and a high-trust environment. We believe in creating space for our whole selves at work and value open communication, empathy, and emotional intelligence.

Compensation & Benefits

• Salary range of $105,000-$115,000 annually, depending on skills and experience. The salary range is one component of the total compensation package for employees.
• This is a full-time hybrid role, with a requirement to be based in the Los Angeles area. The role is largely remote (either from home or at a co-working space), with occasional in-person meetings, workshops, and events as needed. We have a preference for candidates who are already based in the Los Angeles area.
• Flexible hours possible with core hours as a base
• 40 hours per week, exempt
• Rockefeller Philanthropy Advisors offers a competitive compensation and benefits package including health coverage, retirement benefits, paid sick leave, vacation, and holidays. The Operations & Administration Manager will be a full-time sponsored-project employee of Rockefeller Philanthropy Advisors.

Rockefeller Philanthropy Advisors is an equal opportunity employer. ARLA is committed to building a team that reflects the diverse communities of Los Angeles County. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, or any other protected status under applicable federal, state, or local law.

To Apply:

To apply for this role, please use the following link instead of applying through Idealist.org: https://airtable.com/appGCzTfiiA9b3QnS/pagy22RtY5E0uoyhc/form

This is a full-time hybrid role, with a requirement to be based in the Los Angeles area. The role is largely remote (either from home or at a co-working space), with occasional in-person meetings, workshops, and events as needed. We have a preference for candidates who are already based in the Los Angeles area.

Flexible hours possible with core hours as a base

40 hours per week, exempt

Rockefeller Philanthropy Advisors offers a competitive compensation and benefits package including health coverage, retirement benefits, paid sick leave, vacation, and holidays. The Operations & Administration Manager will be a full-time sponsored-project employee of Rockefeller Philanthropy Advisors.