LA84 Foundation Careers
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Click to download the PDF or read the position below:
TITLE: Executive Assistant
THE ORGANIZATION:
As a legacy of the 1984 Olympic Games, the LA84 Foundation continues to be a nationally recognized leader in support of youth sport programs and elevating the importance of sports in positive youth development. LA84 seeks to provide an opportunity for every child to participate in sports and experience the wide range of positive outcomes associated with youth sport participation. Since its launch in 1985, LA84 has invested millions in the communities that supported the Games, reaching more than 3 million youth throughout Southern California, from Santa Barbara to San Diego County. The LA84 Foundation continues to promote the spirit of the 1984 Olympic Games by convening and engaging local, national and international audiences about the role of sport in society, and the impact of the Olympic Games on host cities, especially as we look ahead to the 2028 Games. LA84’s headquarters is located in the historic Britt House near downtown Los Angeles, where it houses meeting facilities and the world’s premier sports library. For more information, please visit www.la84.org.
POSITION SUMMARY:
Reporting to the President and CEO and the VP/Chief of Staff, the Executive Assistant position’s primary focus is to support the President/CEO and the VP/Chief of Staff and the broad activities of the Foundation’s core programs and operations. The Executive Assistant will multitask, prioritize incoming requests, and work with initiative without requiring close supervision. The role requires analytical and communication skills to appropriately prioritize duties, engage and work collaboratively with the team in a proactive and positive style, and to produce results on-time with meticulous attention to detail. S/he will have administrative duties such as scheduling meetings, scheduling travel and multi-person meeting coordination, and drafting correspondence, but will also be required to assist with special projects as required. Interest in youth development and/or sport recommended. S/he will be involved with a large range of contacts ranging from entry level to extremely high-level and may be exposed to sensitive information requiring discretion, good judgement and confidentiality. S/he will also coordinate/interface with other departments. This position requires comfort and agility in working in a fast-paced work environment and the ability to well-represent the organization and President & CEO to external audiences by phone and email.
RESPONSIBILITIES:
- Support the President & CEO and the VP/Chief of Staff
- Receives and screens incoming calls and visitors, determines priority and alerts
Executive accordingly - Coordinates Executives schedules; confirms appointments and meetings; with as
needed of required agendas and supporting materials as directed; - Coordinates mutli-person conference calls and meetings; supports agenda development
and material preparation; and manages conference line set-up - Coordinates Executive travel, including but not limited to conference registration, travel
authorizations, air bookings, lodging arrangements and ground transport - Processes expense and reimbursements for Executive in accordance with policy.
- Formats a variety of documents, reports, memos, charts, slide presentations, and
graphics consistent with the organization’s style guide - Supports data and document management, including filing, scanning and storing digital
versions of documents in relevant enterprise content management systems - Ability to exercise discretion in handling sensitive or confidential information or situations
- Drafts straw content for Executive meetings, supports Board and Committee meetings
with note-taking and action item follow-up - Orders catering for Executive-owned meetings
- Managing list of topics for Board meetings; supports and coordinates with Senior
leadership with board meeting preparation - Manages collection process of supporting materials for Board meetings; Prepares and
formats materials to ensure materials are Board-ready - Runs, formats and provides reports from relevant systems, Excel Workbooks, grants
management system, and other databases as directed - Fulfills information requests from internal or external stakeholders as directed
- Researches news, youth and sport issues, policy and law, as well as background
information on potential partners and contacts - Supports the organization’s commitment to diversity and inclusion, and values a diversity
of perspectives - Adheres to policies and procedures to ensure alignment with regulations and directives
- Collaborates both internally and with external stakeholders to capture, synthesize and
share learning and knowledge out comes with the ongoing execution of all activities as
necessary
Other duties and responsibilities may be assigned. The duties and responsibilities listed are
designed to provide typical examples of the work performed; not all duties and responsibilities
assigned are included here, nor is it expected that all similar positions will be assigned every
duty and responsibility.REQUIREMENTS:
- Bachelor’s Degree, or equivalent experience.
- 5-7 years experience of increasing responsibility in administration and coordination,
preferably as an executive assistant. - Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to use widely supported internet browsers
- Familiarity with databases and data mining/analysis
- Familiarity with grants management software and relational databases,
- Valid California Class C Driver License or the ability to utilize an alternative method of
transportation when needed to carry out job-related essential functions - Valid automobile liability insurance
- Excellent interpersonal skills, collegial and collaborative approach
- Identifies solutions to be responsive to stakeholder needs;
- Considers impact when executing daily tasks
- Mission-driven and self-directed, with a demonstrated passion for LA84’s work; strives to
model organizational values through daily actions and behaviors - Collaborates with peers to drive results in alignment with organizational and operational
goals in support of the organization’s mission; is able to work in cross-functional teams; is
able to establish and maintain effective working relationships with co-workers, public
officials, and the general public - Communicates effectively both written and oral; demonstrates active listening and
comprehension; selects and uses appropriate communication methods to keep others
appropriately informed; able to tailor messages appropriately to various audiences - Diplomacy skills to deal effectively and professionally with issues that arise with outside
vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all
employees and company proprietary and privileged information used or observed in the
course of performing job duties - Competent in required job skills and knowledge; ability to learn and apply new skills; ability
to learn how to operate new systems quickly; demonstrated ability to set priorities, establish
clear expectations and execute identified projects; keeps abreast of current developments;
requires minimal supervision; displays understanding of how job relates to others; knows
how to use technology tools to effectively manage and expedite processes; uses resources
effectively - Works in an organized manner with strong attention to detail; prioritizes and plans work
activities; ability to effectively manage overlapping projects and deadlines; ability to work
under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans
for additional resources; integrates changes smoothly; sets goals and objectives; ability to
manage high performance projects
WORKING CONDITIONS:
General office environment, depending on health and safety precautions. Working in a hybrid
working environment with a certain number of days/week on-site.Physical demands include lifting and moving equipment and supplies up to 25 pounds, visual
acuity in reviewing detailed computer records, physical requirements related to sports activities
and periodic travel.Occasional weekend, late afternoon, and evening hours.
The above description is intended to describe the general nature and level of work performed
and is not intended to limit the scope of potential work assignments.BENEFITS AND SALARY:
Medical, dental, Vision, life, 401k, paid holidays, floating holidays, winter holiday office closure.
The salary range is $65,400 – $87,000.TO APPLY:
Please send resume, cover letter and the names, phone numbers and email
addresses of three professional references by e-mail to officemanager@la84.org. Please use
as subject heading “Executive Assistant” and your last name. Review of applications will
continue until the position is filled.
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Click to download the PDF or read the position below:
TITLE: Manager, Partnerships & Events
SUMMARY:
Reporting to the Vice President, Partnerships & Events, the Manager is an exceptional addition to the Partnerships & Events team. The manager is responsible for leading, and overseeing on all aspects of LA84 Foundation events, both internal and external, including supplies, inventory, and coordination of meetings, conferences, galas, rentals, etc. The successful candidate will not only be able to produce successful events, s/he/they will also be able to create partnerships to support events. You will be required to work independently, building relationships with key stakeholders, requiring analytical and communication skills to appropriately prioritize duties, engage and work collaboratively with the team in a proactive and positive style, and to produce results on-time with meticulous attention to detail. The candidate will be involved with a large range of contacts ranging from entry level to extremely high-level and may be exposed to sensitive information requiring discretion, good judgement and confidentiality. S/he/they will also coordinate/interface with other departments. This position requires comfort and agility in working in a fast-paced work environment and the ability to well-represent the organization to external audiences in-person or by phone and email.
RESPONSIBILITIES:
- Lead staff for planning and implementation from start to finish across all internal and external meetings, conferences and events, including digital and virtual events
- Prepare event budgets and ensure adherence, implementing revenue and expense tracking in compliance with approved budget
- Capability to coordinate all operations related to successful events
- Plan and lead promotional and marketing activities for events
- Manage rental contracts, fees and other administrative details of facilities rentals and on-site film shoots. Maintains communication with approved vendors (including rental companies, caterer, linen rentals, AV, florist etc) and updates the rental package as needed..
- Research event sponsorship opportunities
- Prepare presentations and event proposals
- Generate event reports and perform event related follow-up duties
- Provides high quality customer care and service to all including hands-on logistical support, planning and trouble-shooting before, during, and after events.
- Actively strives to ensure a meaningful experience for all events, by engaging groups in a broader understanding of the mission and programs of the LA84 Foundation, and by informing appropriate LA84 staff about attendees from key markets.
- Ability to exercise discretion in handling sensitive or confidential information or situations
- Expert project manager who is very detail oriented with the ability to multitask and work independently.
- Other duties assigned may include special event promotion, facilitating interviews and staffing community events.
Other duties and responsibilities may be assigned.
REQUIREMENTS:
- Bachelors degree
- 3-5 years proven experience in event/meeting coordination with increasing responsibilities
- Skilled expert in project management
- Knowledge of KPIs and marketing techniques for event management
- Well-versed and advanced skills in MS Office Suite (Word, Excel, PowerPoint, Outlook) with working knowledge of Adobe InDesign.
- Entrepreneurial spirit.
- Comfort and ease with use of social media to promote and support event and brand promotion
- Strong problem solving, analytical and presentation skills
- Mission-driven with a demonstrated passion for LA84’s work; strives to model organizational values through daily actions and behaviors
- Excellent interpersonal skills, collegial and collaborative approach
- Identifies solutions to be responsive to stakeholder (internal and external) needs;
- Considers impact when executing daily tasks
- Excellent time management skills, with the ability to multitask in a fast-paced environment
- Ability to work efficiently and multi-task in an unstructured environment with frequent interruptions and demanding deadlines.
- Flexibility and ability to adapt and make sound decisions due to changes.
- Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences
- Diplomacy skills to deal effectively and professionally with issues that arise with outside vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all employees and company proprietary and privileged information used or observed in the course of performing job duties
- Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
- Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects
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WORKING CONDITIONS:
- General office environment, depending on health and safety precautions. May be working remotely; currently hybrid.
- Physical demands include lifting and moving equipment and supplies up to 25 pounds, visual acuity in reviewing detailed computer records, physical requirements related to sports activities and periodic travel.
- Occasional weekend, late afternoon, and evening hours.
The above description is intended to describe the general nature and level of work performed and is not intended to limit the scope of potential work assignments.
TO APPLY:
Please send resume including cover letter and the names, phone numbers and email addresses of three professional references by e-mail to officemanager@la84.org . Please use as subject heading “Manager – Partnerships and Events” and your last name. Review of applications will continue until the position is filled.
