Mortimer & Mimi Levitt Foundation

Operations Associate Position Announcement

Position Title: Operations Associate

Reports to: Vice President of Operations

Location: Echo Park, Los Angeles, CA; hybrid schedule

Time Commitment: Full-time

FLSA Classification: Non-exempt

Announcement Date: October 30, 2024

Applications Due: Open until filled

Compensation: $24.00 to $26.25 per hour; commensurate with experience

About the Levitt Foundation

The Mortimer & Mimi Levitt Foundation exists to strengthen the social fabric of America. We’re a national social impact funder at the intersection of music, public space, and community building that partners with nonprofits and changemakers to build a more equitable, healthy, and thriving future for all. We realize our mission of building community through music through supporting free, live music, as well as projects and programs that advance equitable music ecosystems. In 2024, more than 650 free outdoor Levitt concerts took place in 45 towns and cities across America, bringing joy to over 750,000 people of all ages and backgrounds.

The Levitt Foundation Is committed to equity, diversity, and Inclusion (EDI) throughout our organization and all aspects of our work, recognizing this commitment as essential to realizing the Levitt mission. We value having a team with a wide range of perspectives, backgrounds, experiences, and skills so our approach to grantmaking is well-rounded and the connection with our team members and the communities we support is authentic. We strive to create a positive working culture through professional development opportunities, employee recognition, and team-building events and activities. We focus on creating a working environment that promotes collaboration and fairness. Our commitment to EDI fosters a culture where team members can truly belong, contribute, and grow. We believe in the value of every individual and encourage applications from people of any age, gender identity, sexual orientation, race, religion, ethnicity, disability, veteran status, and any other characteristic or identity. To learn more about the national Levitt network and the Levitt Foundation, visitlevitt.org.

Position Summary

The Mortimer & Mimi Levitt Foundation Operations Associate provides overall administrative support to the organization. This position assists with general office management, arranges staff travel, reviews expense reports, provides support to the Vice President of Operations and the Operations & Special Events Manager, and assists in the coordination of Levitt Foundation and national Levitt network events. The Operations Associate plays a key role within the Operations Department, with regular interaction with staff, vendors, and Levitt Foundation partners and grantees. This is a full-time, non-exempt position that reports to the Vice President of Operations.

Responsibilities

Administration

Answer phones, take messages, open/distribute mail, ship materials, greet and welcome guests, provide visitors with general information and perform general clerical duties
Maintain office supply inventory, anticipate supply needs, ensure timely ordering and receipt/distribution of supplies
Assist with placing office work orders; ensure all common areas remain organized; coordinate periodic office cleanings
Maintain staff equipment inventory and process software purchases; ensure equipment is stocked and functioning; arrange maintenance for major office equipment
Assist with the management of IT for the office and staff; place service calls as needed
Coordinate meetings and conference calls; assist with preparation of meeting materials and arrange catering; manage conference room calendar
Coordinate travel for staff members, including booking flights, accommodations, and ground transport
Process subscriptions and memberships, according to organization’s renewal schedule
Maintain organization’s physical and digital filing systems
Organize and maintain organization’s records, contracts, and archives, including collateral materials
Assist with vendor selection and management, to ensure optimal office operations
Document and track office operations and procedures, including vendor contacts
Draft, prepare, and edit documents including agendas, letters, reports, special projects and other documents in a range of formats including Word, Excel, PDF, and PowerPoint
Provide general administrative support for the Foundation and Levitt network as needed

Finance

Assist staff with monthly expense reimbursements; track and review expense reports for accuracy prior to submission to AP for processing
Track and review expense reports from Levitt Foundation grantees
Maintain the organization’s donor management database including donor and gift entries, prepare gift acknowledgements, create queries, run reports, organize lists, and continually maintain accurate records; process monthly donations
Scan financial transaction records including receipts, invoices, and expense reports for electronic files; scan all documents for online filing and record keeping
Make bank deposits as needed
Assist with the Foundation’s annual audit and tax returns preparation

Human Resources

Champion the organization’s commitment to equity, diversity, and inclusion by participating in and promoting the office culture of inclusion, collaboration, and fairness
Draft and create meaningful and informative flyers and email messages for internal use in support of team-building and the organization’s commitment to EDI
Coordinate monthly employee Paid Time Off process, updating staff records on a regular basis
Assist with employee on-boarding/off-boarding and new hire paperwork; post job announcements
Assist with general human resources forms and notifications
Assist Vice President of Operations with staff trainings
Assist Vice President of Operations with employee benefits administration as needed

Events

Assist with the preparation and execution of Foundation events, including Levitt network events, group site visits, and national convenings and conferences; coordinate vendors and event logistics, track guest lists and RSVPs, and provide onsite support including setup and breakdown
Assist with team building and wellness activities, including Levittivity events, and employee recognition and appreciation

General

Act as organization ambassador at internal and external events and support the organization’s presence at such events
Assist with special projects as directed
Perform other related duties as assigned

Qualifications

2-3 years of relevant experience
Excellent communication, interpersonal, and listening skills; great phone presence with ability to deliver excellent guest service
Proficient with Microsoft Office and Adobe Acrobat; strong computer proficiency, experience with Macs a plus but not required
Strong project management skills with demonstrated track record; strong ability to manage multiple projects simultaneously while meeting deadlines
Ability to problem solve, think creatively, and adapt to shifting priorities as needed
Excellent attention to detail and accuracy
Comfortable working in a fast-paced, evolving environment
Highly self-motivated with ability to work independently and collaboratively as part of a national team
High level of integrity and discretion in handling sensitive and confidential information
Willingness to work flexible hours, including some nights and weekends on occasion
Able to sit or stand for a prolonged period of time
Passion for the Levitt mission of building community through music

Application Submission

To apply, email your cover letter and resume to levittsearch@levitt.org with “Operations Associate” in the subject line.

The Levitt Foundation offers a dynamic work environment and competitive salary commensurate with experience. Benefits include health insurance, 401(k), and other benefits. EEO/AAW employer.

Our Commitment to Equity, Diversity and Inclusion: We deeply understand the value of bringing together a team with different perspectives, backgrounds, and life experiences, and we prioritize diversity within our team. We encourage people from underrepresented backgrounds to apply.

Mortimer & Mimi Levitt Foundation

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Operations Associate