Administrative Assistant

The Los Angeles Conservancy seeks an organized and dynamic individual to support the organization’s administration. This is a full-time, non-exempt position, reporting to the Director of Operations.

The Administrative Assistant provides support for the day-to-day administrative functions of the Los Angeles Conservancy.

Founded in 1978, the Los Angeles Conservancy is a nonprofit organization providing historic preservation advocacy and education throughout Greater Los Angeles. With approximately 4,500 member households, the Conservancy has the largest membership of any local historic preservation organization in the U.S. The Conservancy has a staff of sixteen and a budget of over $3 million.

Beyond the skills listed below, our ideal candidate has a genuine passion for historic buildings and the value they bring to our communities. We are looking for someone who thrives in a dynamic, collaborative team environment

Job Duties

Administration

• Serve as the main point of contact for all constituent inquiries via phones, email and walk-in traffic
• Pick-up and process all mail, scanning and sending to different departments
• Assist bookkeeper with check-processing, reinforcing organizational financial integrity and internal controls
• Manage organization-wide calendar by adding, updating events, and distribution of calendar invites to staff
• Help prepare and support Board and committee meetings by assembling reports, maintaining meeting RSVPs and taking minutes at board meetings
• Coordinate the procurement of office equipment and supplies
• Maintain all shared office technology (printers, laptops, iPads, Projector, etc.) and ensure they are ready for use
• Support the Conservancy’s safety policy and act as the Conservancy’s representative to the building for emergency preparedness
• Support the functions of the website troubleshooting various issues constituents have and providing proactive support
• Maintain general office housekeeping (kitchen organization, conference room, storage unit, etc.)
• Help setup and create forms (surveys, applications, etc.) in Form Assembly
• Assist Director of Operations with ad hoc data clean up and entry projects
• Provide support and assistance to the President & CEO
• Manage special projects and additional assignments as organizational needs arise.

Membership

• Manage the weekly processing of new and renewing memberships, including data entry and the distribution of acknowledgment letters
• Prepare and send all gift memberships, gift certificates, merchandise or in honor donation notifications as needed
• Coordinate and implement all fulfillment activities to ensure that members receive premiums and benefits
• Maintain donor records and gift histories using customized Salesforce CRM database; work with the Director of Operations on best practices
• Manage all auto-renew memberships by processing monthly charges and following up on any declined payments
• Follow-up with constituents about declined transactions or credit card processing issues
• Support bi-annual direct mail campaign
• Maintain materials inventory for membership operations (brochures, stationery, premiums, forms, etc.) and premium/merchandise inventories; monitors expenditures; and provides input to Director of Development for budget monitoring and planning

Special Events

• Responsible for processing all payments for Annual Benefit and Preservation Award Celebration
• Produce and send acknowledgements for all payments
• Provide administrative support to individual departments for events
• Assist in the production and administration of Conservancy events by coordinating correspondence with attendees, including ticket information and processing

Required Qualifications and Skills

• High School Diploma
• 1+ years of administrative or office experience supporting day-to-day operation, preferably in a nonprofit setting
• Proficiency in Microsoft Office and general digital literacy
• Exceptional customer service and problem-solving skills
• Detail-oriented approach to data entry, record-keeping and workflow organization
• Strong situational awareness; able to anticipate shifting priorities and provide proactive, self-directed support
• Ability to manage multiple priorities and meet deadlines
• Excellent written and verbal communication skills; professional and welcoming demeanor
• High level of discretion and sensitivity when handling confidential information

Preferred Skills

• Familiarity with any of our core platforms (Salesforce NPSP, Asana, Adobe Acrobat Pro, Form Assembly, Wordpress, and/or Soapbox Engage).
• Bilingual (English/Spanish preferred).

Physical Demands

• Prolonged computer use and occasional standing or walking for events and site visits.
• Ability to occasionally move objects up to 20 lbs. (e.g., event materials, office boxes, etc.).
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Excellent benefits including health, dental, and life insurance; 401(k) retirement plan with 5% match (after one year of continuous employment); paid holidays, vacation, sick and personal time.