Library Foundation of Los Angeles,

Office Manager and Events Coordinator

Posted
27 days ago
Employment type
Full-time
Location
Los Angeles
Closing date

About this organization

The Library Foundation of Los Angeles provides critical support to the Los Angeles Public Library resulting in free programs, resources, and services available to the thousands of adults, children and youth in Los Angeles. We accomplish this mission through fundraising, advocacy and producing innovative programs that strengthen the Library and promote greater awareness of its valuable resources.

We recognize that libraries are bigger than buildings and more than books, and we are eager to build on our past success by continuing to identify opportunities to help the LAPL thrive as a responsive, resilient, and dynamic institution that meets the evolving needs and improves the lives of Angelenos all across the city. In our work we reinforce our core values, including empathy, curiosity, accountability, adaptability, high achievement, learning, and collaboration, and we prioritize upholding justice and equity in the workplace. In addition to fostering an active DEIJA (Diversity, Equity, Inclusion, Justice, and Accessibility) committee, we are dedicated to providing professional development, centering team building, and mirroring the welcoming and inclusive environment of public libraries. We love ideas, learning, and making an impact–and are looking to recruit colleagues who share these passions.

About this job

Position: Office Manager/Events Coordinator

Salary: $65k to $67k

FSLA Status: Non-exempt

Hours: Full-time, on-site

Reports to: SVP and CFO

Benefits: Excellent benefits including paid medical, dental, vision, 401(k) match, 13 paid holidays, generous vacation and sick leave policies

Position Description:

The Library Foundation (LFLA) seeks a highly organized, skilled, and energetic individual for our Office Manager/Events Coordinator position. In addition to administrative duties and office management, the Office Manager/Events Coordinator will collaborate with numerous departments to plan and execute certain Foundation events. Approximately 65% of the time the role will be focused on office administration and 35% of the time the role will be focused on event coordination. This individual should be available to work full-time onsite at the downtown LA office plus occasional evenings and weekends for events.

The ideal candidate is an enthusiastic self-starter with high attention to detail, strong written and verbal communication skills, and experience in basic project management. In this position, you will have the opportunity to further develop your operational and administrative expertise while gaining valuable experience in event planning and execution. You will play an integral role in ensuring that LFLA is a welcoming, productive, and inclusive place to work!

Roles & responsibilities

Office Management:

· Manage daily administrative needs of office with a staff of approximately 30 FT employees

· Daily/weekly duties may include: serving as a key liaison with the Los Angeles Public Library and vendors for facility and equipment needs, ordering office and breakroom supplies, managing mail deliveries, tracking office inventory, and organizing storage rooms

· Ensure workplace compliance with safety regulations, setup and maintain printers, copiers, furniture, and other equipment, run new staff facilities onboarding

· Serve as primary liaison for LAPL and external IT service providers, maintain and manage staff equipment list, provide oversight of digital resources and vendor relationships, ensure all onsite workstations have proper working equipment

· Other duties may be assigned as needed

Events Coordination:

· Assist with smaller fundraising and public programming events

· Liaise with internal and external vendors to ensure proper event execution from start to finish; this may include graphic designers, catering teams, accounting departments, floral, and more

· Collaborate with various departments to develop and track event goals and budgets

· Maintain the master events calendar for entire team

· Track and submit vendor invoices to accounting for payment

· Assist with event set-up, guest lists, program reception, staffing for small events and programs, and perform other event duties as needed

Qualifications

· Minimum 3 years related experience working with a high degree of self-sufficiency

· Excellent verbal, written, and interpersonal communication skills

· Ability to collaborate effectively across departments and teams

· Enthusiastic team player with professional demeanor and ability to work independently

· Knowledge of effective office management procedures

· Excellent project management skills, organizational skills, and attention to detail

· Great time management, a proactive problem-solver

· Strong knowledge of IT platforms and services; previous coordination with external IT provider a plus

· Proficient with Microsoft Office Suite or related software

COVID-19 Workplace Safety Requirements:

· LFLA requires all employees to receive COVID-19 vaccinations as determined unless a reasonable accommodation is approved

· This position is full-time on-site. Occasional requirements include interacting with employees, donors, vendors and others who may or may not be vaccinated or recently tested. You may be required to wear personal protection equipment (PPE) required by the LA County Department of Public Health protocols and the LFLA

To apply

Apply through the link with resume and cover letter.

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