Administrative Coordinator, President’s Office

Position Title: Administrative Coordinator, President’s Office
Location: The Kavli Foundation, Headquarter Office, 5715 Mesmer Avenue, Los Angeles, CA 90230
Travel Required: N/A
Reports to: Executive Assistant, Office of President
Position Type: Part-time

POSITION SUMMARY

The Administrative Coordinator reports to the Executive Assistant and Board Relations Manager of the President’s office. Provides one-on-one administrative support to the President’s executive assistant in addition to general office administration and working on special projects as needed by the Executive Assistant to the President. Independent judgment is required to plan, prioritize, and organize a diversified workload.

RESPONSIBILITIES:

  • Perform administrative duties and projects under the direction of supervisor
  • Researching, arranging and booking travel for president, board and committee members
  • Creating detailed travel itineraries
  • Arranging and booking car service for president, LT and board members, VIP visitors
  • Reconcile monthly credit card statements via Concur
  • Process and submit invoices to accounting as needed
  • Process and submit board stipend payments
  • Provide support during quarterly board cycles. Printed book creation, shipments, event planning assistance for board meetings and other board related activities including bi-annual remote board retreats
  • Event support for leadership team and president’s office as needed including food orders, set-up and tear down
  • Running errands, picking up orders, dropping off FedEx and post office
  • Perform other duties as assigned by supervisor

QUALIFICATIONS:

  • Minimum five (5) years of administrative coordinator experience in C-suite required
  • Proficient technology skills and knowledge of MAC computers, Microsoft Office Suite: Word, Excel, PowerPoint, Adobe, Outlook email & calendar, web platforms, and cloud-based systems (e.g., Concur, SalesForce, SharePoint etc.)
  • Must have experience working in databases and demonstrate ability to maintain integrity of a database
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Must be able to multi-task and pivot quickly to handle tasks in a fast-paced environment
  • Strong interpersonal skills and ability to work with all levels of staff
  • Strong written and verbal communication skills
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
  • Knowledge and experience in higher education and non-profit highly preferred

APPLICATION PROCESS

  • All applicants must complete the Culture Index Survey. Applicants that do not complete the survey will not be considered.
  • Submit resume and cover letter to [email protected]
  • Candidates that do not have demonstrated prior work experience and qualifications will not be considered

OTHER

  • This is a part-time, in-person position, weekly Tuesday-Thursday 20-25 hours/week, non-exempt, hourly $33-$38 DOE

BENEFITS:

  • Part-time vacation accrual
  • PSL (Paid Sick Leave) In accordance with CA state law for part-time employees
  • 401(k) with employer match upon meeting plan requirements for part-time employees

The Kavli Foundation is an EEO employer.