Administrative and Facilities Lead

Community Partners•Los Angeles, CA

7d•Hybrid

About The Position

Community Partners offers expert guidance, essential services, and a strong dose of passion to help foster, launch, and grow creative solutions to community challenges. For 30 years, hundreds of individuals, groups, foundations and other institutions have worked with Community Partners to create new nonprofit projects, establish coalitions, and manage major philanthropic initiatives to benefit the region. Our work includes: Fiscal Sponsorship We provide the structure, finance and administrative services, expert counsel in organizational development and connections that help nonprofit leaders succeed. Intermediary Services We help foundations, corporations, government agencies and other institutions achieve greater impact. Knowledge Sharing We offer workshops, reports, speaking engagements, and a range of publications to help strengthen the field. Community Partners today works with upwards of 180 fiscally-sponsored projects and 20 initiatives and manages roughly $80 million in revenues annually. Our work spans the fields of civic engagement, arts and culture, education, social justice, health, public policy, social services and youth. To learn more, please visit us at www.CommunityPartners.org. Reporting to the Sr. Director of Organizational Development and Change Management, the Administrative and Facilities Manager has a multifaceted job supporting the operations of the Community Partners office. Roles include general office management, facilities support, as well as supporting operations and technology services. This position serves as Community Partners' liaison with The California Endowment (TCE) and manages the co-locators. This position is primarily in-person, with some flexibility for occasional pre-arranged remote work time.

Requirements

7-10 years of administrative, office management, or other related experience.
Bachelor’s or advanced degree in business or other related field.
Executive-level experience working with boards including developing PowerPoints and reports, as well as understanding budgets.
Demonstrated ability to multi-task and manage competing deadlines while providing excellent customer service.
Strong proficiency in Excel, PowerPoint, and other Microsoft Office tools.
Demonstrated interest in and ability to work with diverse populations in mission-driven organizations.

Nice To Haves

PMP or similar project management certification.
Demonstrated experience and ability to negotiate agreements and terms with external parties.

Responsibilities

Build relationships and serve as Community Partners liaison with staff at The California Endowment (TCE) as liaison with facilities, contact for building-wide notifications and activities, floor warden, etc.
Proactively coordinate with TCE staff to communicate when there are building activities that may impact CP Core employees and co-locators.
Develop and manage the co-locator program including utilizing project management tools and best practices to negotiate agreements and provide and track ongoing communications, reminders, reference guides, and FAQs.
Responsible for subleasing Community Partners office spaces and serving as a liaison between co-locators, Procurement, Community Partners, and building management including providing accounting support for collections.
Maintain available spaces and price list, coordinate co-location agreements, invoicing, and renewals, and coordinate Building Access Badges, transponders, and other facilities requests.
Manage mail and packages for staff, project leaders and co-locators.
Work with TCE mailroom administrator to receive mail. Contact projects and co-locators when packages arrive and arrange for projects to pick up mail.
Provide excellent customer service in person and via the main phone line when greeting visitors, answering FAQs, and routing inquiries to the relevant departments.
Organize and maintain supplies for office use, including kitchen supplies.
Coordinate reservations for conference rooms including managing the calendars, answering inquiries, connecting participants with relevant TCE contacts for catering and other requests in advance, and serving as point person for day of questions related to the room and TCE.
Oversee CFOO calendar and provide support for executive and board-level initiatives as assigned, including scheduling committee meetings, preparing agendas, taking meeting minutes and preparation of board materials, as well as supporting other activities as assigned.
Support Executive Assistant in preparation for quarterly board and committee meetings, and other events as assigned by Sr. Director. This includes but is not limited to; day of meeting support, materials preparation, scheduling meetings, etc.
Partner with Senior Director of Organizational Development and Change Management to evaluate, make recommendations, and document guidelines for general office and facilities use operating procedures and standards such as visitor instructions and other office activities.
Collaborate with Sr. Director on Operations efficiencies and process improvement initiatives as assigned, utilizing project management tools for tracking and documentation.
Complete accounting support tasks for core operations such as entering vendor invoices.
Serve as additional liaison to support Technology Services and Operations.
Assist with calendaring for Sr. Director as needed and provide administrative support for other initiatives, events, and tasks as assigned.