Office & Executive Assistant

The Chuck Lorre Family Foundation | Burbank, CA

Posted Date 2/07/2024
Description

Role Purpose and Summary:

The position is best suited for an organized, detail-oriented, and self-motivated individual with a strong passion to be part of making a difference in the Los Angeles area nonprofit community. The position will be primarily responsible for providing administrative support to the Executive team, including maintaining calendars and some travel organization.  Additionally, provide tech support, generate financial reports, and board notebooks. This role will be responsible for managing all office operations and will be involved in a variety of tasks based on the day’s requirements. 

This position requires a high level of confidentiality, strong attention to detail, excellent verbal and written skills, a can-do attitude, and a commitment to the mission and values of TCLFF. The Office and Executive Assistant is responsible for performing daily administrative support and scheduling for the President and Program & Operations Manager that requires acute accuracy, independent analysis, and strong editing abilities. Prior Executive Assistant experience, financial background, and knowledge of the philanthropic landscape of Los Angeles a plus.

This position is 30-40 hours per week, 5 days a week, with one day remote, based in-office at the Warner Bros. Lot in Burbank, CA.

Position available as of March 1, 2024.

 

Duties/Responsibilities:

Operational Support:

  • Calendar and Appointment Management: Efficiently manages calendars for Foundation, President, and Program & Operations Manager, including scheduling internal and external meetings, placing calls, and any travel.
  • Project and program-related research as assigned.
  • Coordinates departmental lunches.
  • Board and General Meeting Preparation: Arranges parking, etc. for Board visitors, takes meeting notes, and assists with meeting agendas.
  • Maintains on-line and permanent (hard copy) Foundation files.
  • Maintains and updates all contact information, email lists, and house accounts.
  • General office administration including monthly expense reports, ordering of all supplies, and occasional errands as needed.
  • Performs additional duties as assigned.

 

Program Support:

  • Assists with preparation and processing of grant payments with outside accounting firm.
  • Assists with preparing presentation materials and briefings for biannual board meetings and meetings with grantees, funders, and vendors.
  • Conducts research on potential and current grantees, i.e. background information, organizational executives, and financial and historical information, including 990s, 501(c)3 designation letters, IRS status, etc.
  • Responsible for updating all databases and records with current contact and financial information.
  • Remains involved and up-to-date on all TCLFF nonprofit partners and programs.

 

Communications Support:

  • Drafts, proofreads, executes, and sends correspondence.
  • Responsible for maintaining and updating The Chuck Lorre Family Foundation WordPress website monthly.
  • Stays up-to-date and informed about TCLFF-related research, news, and applicable trends in philanthropy and Los Angeles nonprofits.
  • Arranges video conferencing and uses both emails and text to communicate with TCLFF team.

 

Required Qualifications:

  • Education: minimum bachelor’s degree.
  • Minimum of 2 years of relevant work experience required, preferably in the nonprofit sector or with a family foundation.
  • Exceptional organizational skills with the ability to effectively manage and prioritize workflow to meet short- and long-term deadlines.
  • Proficiency with iCal, Mac, Microsoft Office, Outlook, iWork, G-Suite, Zoom and other video conferencing platforms required.
  • Excellent technical, software, and iPhone troubleshooting skills.
  • Detail-oriented with impeccable writing and critical thinking skills. 
  • Excellent oral and written communications skills, with strong grammar, spelling, and proofreading skills.
  • Ability to thrive as a self-starter in a small office.
  • Highly organized with a strong attention to detail and follow-up.
  • Exceptional people skills.
  • Experience with WordPress and Box a plus.
  • General knowledge of Foundation and nonprofit accounting practices and budgets a plus.


Competencies:

  • Proactive and self-motivated, having the ability to work both independently and as a member of a small team.
  • Ability to maintain high degree of discretion and confidentiality.
  • Enthusiastic and dedicated to the mission of TCLFF and passionate about supporting the nonprofit community in Los Angeles.
  • Strong sense of integrity and work ethic.
  • Professional and welcoming demeanor with ability to work with others in a diplomatic manner.
  • Demonstrates a high degree of initiative, resourcefulness, and flexibility to meet the needs of the role.

 

Our Benefits: 

We value the well-being and health of our employees. Our benefit package includes paid holidays, paid vacation and sick leave, 100% employer-funded medical and dental benefits, and eligibility for a 403(b) program after 6 months of employment. On-site parking provided. Daily lunch frequently provided. Professional learning and development through participation in professional conferences and seminars is supported.

 

Working Conditions and Additional Considerations:
The role is primarily in the office - 4 days per week with option to work remotely 1 day per week. The position requires regular attendance during work hours and the ability to sit and work at a desk for several hours at a time as well as standing, walking, stair climbing, kneeling, crouching, reaching, driving, carrying (max. 30lbs), writing, listening, and speaking. 

Though the environment for this role is primarily an office environment, the position is required to occasionally attend off-site meetings, and there are occasional weekend responsibilities.

Employment with The Chuck Lorre Family Foundation is “at will.” We will consider for employment qualified applicants with criminal histories in a manner consistent with Chapter XVIII of the Los Angeles Municipal Code, Article 9. We are an equal opportunity employer and seek well-qualified candidates from all backgrounds and experiences. TCLFF does not discriminate based upon race/ethnicity, religion, national origin, gender, sexual orientation, gender identity or expression, age, veteran status, status as an individual with a disability, or any other characteristics.

Candidates must be able to successfully clear a background check and must sign a non-disclosure agreement.

 

Who We Are:

The Chuck Lorre Family Foundation (TCLFF) is a private family foundation established in 2013 by founder Chuck Lorre, an award-winning television writer, producer, creator, and philanthropist. TCLFF primarily supports healthcare and STEM education initiatives, as well as some food security organizations and arts programs, serving Los Angeles’ under-resourced communities. TCLFF funds large-scale educational programs with several healthcare organizations including Cedars-Sinai, Children’s Hospital of Los Angeles, and the Venice Family Clinic; a STEM-focused scholarship and academic resource program for undergraduate and graduate students at UCLA; and STEM education grant programs with LAUSD public schools and additional partners. TCLFF currently has over 50 nonprofit grant partners and does not accept unsolicited proposals from organizations. More information about TCLFF can be found at chucklorrefamilyfoundation.org.

 

Our Culture:

The Chuck Lorre Family Foundation is dedicated to funding nonprofit partners in a respectful, thoughtful, and effective way. The small, three-person team works out of offices on the Warner Bros. lot, and TCLFF employees are expected to contribute to the overall environment in a progressive, kind, and engaging manner. We are a private, collaborative, and highly professional family foundation that values new ideas and team thinking, while using our vast philanthropic experience and knowledge to guide our decision-making.

 

To Be Considered:

Submit your resume and cover letter to coordinator@tclff.org. Cover letters must express your interest in the position and why you are the best candidate. Cover letters and resumes should be addressed to Trisha Cardoso, President and Chief Giving Officer of The Chuck Lorre Family Foundation.

Candidates will not be considered without submitting both a resume and cover letter and will be reviewed on a rolling basis.

 

Salary67,000.00 - 71,000.00 Annual
Job Function
Other
Type
Full-Time
Workplace Type
Hybrid

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