Operations Assistant

Job Description

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 Operations Assistant is responsible for providing support for the day-to-day administrative functions of the Los Angeles Conservancy including membership processing.

Founded in 1978, the Los Angeles Conservancy is a nonprofit organization providing historic preservation advocacy and education throughout Greater Los Angeles. With approximately 4,600 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 $2 million.

We are looking for someone who, in addition to having the skills below, loves historic buildings and values the role of historic places in contributing to our communities.

Job Duties

Administration

·     Main point of contact for all constituent inquiries via phones and email; assistant walk-in traffic

·     Pick up and process all mail; scanning and sending to different departments

·     Manage organization-wide calendar; adding and updating events and distribution of calendar invites to staff

·     Help prepare and support Board and committee meetings; Take minutes at board meetings

·     Coordinate the procurement of office equipment and supplies

·     Maintain all shared office technology (printers, laptops, iPads, Projector, etc.); 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 to certain known issues

·     Maintain general office housekeeping (kitchen organization, library, conference room, storage unit, etc.)

·     Assist Director of Operations with ad hoc data clean up and entry projects

·     Take on additional assignments/special projects as determined by organizational needs

Membership

·        Responsible for efficient weekly processing of new and renewing members

·        Preparing and sending 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; will work with the Director of Operations on best practices

·        Manage all auto-renew memberships from charging them monthly to follow up if declined

·        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

·     Support in processing all payments for Benefit and Preservation Award Luncheon

·     Assist in producing and sending acknowledgments for all Event 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

·     High School Diploma

·     A minimum of 1 year of work in an office environment, preferably at nonprofit

·     Experience assisting with daily operations for a nonprofit organization or business

Required Skills

·     High computer literacy

·     Excellent customer service skills

·     Experience with data entry

·     Excellent interpersonal skills; friendly and energetic attitude

·     Ability to juggle competing priorities in a fast-paced office

·     Ability to handle confidential information appropriately

·     Strong verbal and written communication skills

·     Ability to collaborate with a team as well as work independently

·     Must be deadline driven and able to multi-task efficiently and accurately

Preferred Skills

·     Experience with Salesforce or CRM database

·     Experience with Adobe Acrobat Pro

·     Bilingual

·     Desire to learn about database management

This position is temporarily hybrid and will be required to be in the office weekly. Will need to work occasional evening and weekend meetings and events.

Apply

The Los Angeles Conservancy is committed to diversity as a core value. We welcome applications from individuals of all backgrounds, experiences, abilities, and perspectives. To read more about our commitment to diversity, equity, and inclusion, please read the L.A. Conservancy’s Statement on Diversity, Equity, and Inclusion.

It is the Conservancy's policy to provide equal employment opportunity for all applicants and employment. The LAC does not unlawfully discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical or mental disability, legally protected medical condition, family care status, veteran status, marital status, sexual orientation, or any other basis protected by state or federal laws.

Prior to hiring, the Los Angeles Conservancy will require new employees to provide proof of vaccination against COVID-19 or valid religious or medical exemption.