Administrative Assistant

Spirit League; Santa Monica (CA); On-site; USD 26,000 - 33,000; Part time

Benefits offered by this job

Vacation

Paid Sick Leave

11 paid Holidays

Job summary

Deutsch Foundation in Los Angeles County is seeking an Administrative Assistant (Part-time, ~25 hours per week) to provide essential operational and administrative support. The role is on-site in Santa Monica and reports to the Asset Manager of CRD, LLC, with duties across two affiliated organizations.

The position offers flexible scheduling (five 5-hour days or four 6-hour days) and benefits including Vacation, Paid Sick Leave, and 11 paid Holidays.

Qualifications

• High school diploma or equivalent.
• Two years of administrative or office support experience, including support to senior leadership.
• Experience in a nonprofit or foundation preferred.
• Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of this position will be considered.

Responsibilities

• Manages Foundation calendars and coordinates scheduling for trustees and program staff.
• Coordinates logistics and production for Foundation events, retreats, and meetings including the Peer Learning Sessions, Celebratory Luncheon, and Selection Committee Meeting.
• Processes invoices and expense payments; assists with grant-related check requests and tracks reporting as directed.
• Supports trustees and program staff with meeting preparation, documentation, and docket book production.
• Coordinates with office vendors, technology support, and supply providers as directed.
• Arranges travel logistics for Foundation staff and trustees.
• Assists with logistics for site visits as requested.
• Screens incoming funding inquiries and directs requests appropriately.
• Manages day-to-day office operations including mail intake and distribution, shipping, supply replenishment, and document scanning and PDF conversion.
• Maintains office cleanliness and organization, including common areas, kitchen, and shared workspaces; ensures dishes, supplies, and general tidiness are addressed on an ongoing basis.
• Oversees office equipment functionality and coordinates maintenance and vendor support.
• Maintains tenant insurance records and correspondence in Yardi.
• Supports building operations by greeting visitors, directing tenants, escalating facility concerns to appropriate staff, and providing parking validation as directed.
• Administers check deposits and routine financial processing using office scanning equipment.
• Performs other duties as assigned.

Skills

Microsoft Office Suite

Outlook

Word

Customer service

Communication skills

Attention to detail

Discretion

Education

High school diploma or equivalent

2 years administrative experience

Nonprofit experience preferred

Tools

Yardi (property management)

Database software

Excel

Job description

Administrative Assistant (Part-time, ~25 hours)

The Deutsch Foundation is a private family foundation dedicated to improving the health, wellness, and outcomes of children, youth, and families across Los Angeles County. Established in 1997, the Foundation partners with nonprofit organizations as both funder and collaborator, investing in early promise and building long-term relationships grounded in trust, respect, and a deep belief in locally led solutions.

This is mission-driven work in the truest sense. The Foundation operates with a low profile and a high bar, focused not on recognition but on impact. If you are drawn to organizations that take a partnership approach, value the knowledge and wisdom of the communities they serve, and measure success by outcomes rather than outputs, this may be the right place for you.

Reporting to the Asset Manager of CRD, LLC this role provides blended administrative support across two affiliated organizations. This role is primarily dedicated to the Deutsch Foundation, with additional office and administrative support for CRD, LLC, an asset management company that shares office space with the Foundation. The position is employed by CRD, LLC, is part-time at an estimated 25 hours per week, and is based on-site in Santa Monica. Scheduling is flexible within two options: five days per week at five hours per day, or four days per week at six hours per day – with hours available anytime between 7:30 AM and 6 PM.

Benefits: Vacation, Paid Sick Leave, and 11 paid Holidays.

Job Description

Position Summary

The Administrative Assistant provides essential operational and administrative support in a dynamic office environment. This role supports front-office functions including mail, shipping, supplies, equipment coordination, and tenant communications, while also assisting leadership and program staff with scheduling, event logistics, meeting preparation, and invoice processing. This position works under general supervision and is expected to handle routine tasks independently while escalating complex matters as appropriate.

What You’ll Do — Essential Responsibilities

The items listed in this section are the key duties and responsibilities for this position and do not represent an exhaustive list. CRD, LLC is dynamic and therefore duties may change based on business necessity. The job description may be revised at CRD, LLC’s discretion to reflect those changes.

Foundation Administrative Duties

• Manages Foundation calendars and coordinates scheduling for trustees and program staff.
• Coordinates logistics and production for Foundation events, retreats, and meetings including the Peer Learning Sessions, Celebratory Luncheon, and Selection Committee Meeting.
• Processes invoices and expense payments; assists with grant-related check requests and tracks reporting as directed.
• Supports trustees and program staff with meeting preparation, documentation, and docket book production.
• Coordinates with office vendors, technology support, and supply providers as directed.
• Arranges travel logistics for Foundation staff and trustees.
• Assists with logistics for site visits as requested.
• Screens incoming funding inquiries and directs requests appropriately.

Office Administrative Duties

• Manages day-to-day office operations including mail intake and distribution, shipping, supply replenishment, and document scanning and PDF conversion.
• Maintains office cleanliness and organization, including common areas, kitchen, and shared workspaces; ensures dishes, supplies, and general tidiness are addressed on an ongoing basis.
• Oversees office equipment functionality and coordinates maintenance and vendor support.
• Maintains tenant insurance records and correspondence in Yardi.
• Supports building operations by greeting visitors, directing tenants, escalating facility concerns to appropriate staff, and providing parking validation as directed.
• Administers check deposits and routine financial processing using office scanning equipment.
• Performs other duties as assigned.

What You’ll Bring — Qualifications

The items listed below are the minimum requirements for this position. CRD, LLC values both work experience and education and recognizes that individuals take different paths to acquire knowledge.

Experience and Education

• High school diploma or equivalent.
• Two years of administrative or office support experience, including support to senior leadership.
• Experience in a nonprofit or foundation preferred.
• Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of this position will be considered.

Knowledge and Skills

• Working knowledge of Microsoft Office Suite including Outlook and Word; Excel a plus.
• Working knowledge of database or property management software; Yardi a plus.
• Written and verbal communication skills.
• Attention to detail and organizational skills.
• Discretion in handling sensitive and confidential information.
• Customer service skills with demonstrated ability to interact effectively with vendors, tenants, and visitors.

Work Environment

The physical demands and work conditions described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Regularly sits or stands for extended periods while working at a computer.
• Regularly operates standard office equipment including computers, scanners, copiers, and phones.
• Occasionally lifts and moves items up to 25 pounds.
• Occasionally moves throughout the office to collect and distribute mail, supplies, and materials.
• Work is primarily performed in an office environment.