• Administrative Assistant, Leichtag Commons

    GSDBA Community Job Board
    Job Description
    Position: Administrative Assistant, Leichtag Commons Status: Regular, Full-Time, Non-Exempt Hours: 40 hours per week, Monday-Friday. Evenings, weekends, and holidays on occasion. Reports to: Director of Finance and Operations About the Leichtag Foundation The Leichtag Foundation (“Foundation”) is a private independent foundation located in Encinitas, California, with a strong interest in advancing the North County coastal region of San Diego where our founders Lee and Toni Leichtag, of blessed memory, lived and worked. The Leichtag Foundation also supports programs in Jerusalem, Israel. The Foundation currently holds approximately $112 million in assets and has granted about $104 million since its inception in 1991—more than half of this since becoming independent in 2008. The Foundation focuses its philanthropy on combating poverty and increasing self-sufficiency for residents of coastal North County; supporting and inspiring vibrant Jewish life in coastal North County; stimulating renewal, service, and social activism in Jerusalem, Israel; and building strong connections and relationships between San Diego and Israel. In 2012, the Leichtag Foundation purchased the former Paul Ecke Ranch in Encinitas, California. The Foundation’s goal for this 67.5-acre agricultural property, known as Leichtag Commons, is to create a physical platform for the advancement of the strategies listed above and a cultural and community resource for the San Diego region. With breathtaking views of the Pacific Ocean, a network of greenhouses, barns and other structures, and easy access to the public, the property is situated in an ideal North County location. Position Overview The Administrative Assistant provides administrative and logistical support for the Leichtag Foundation administrative office, and project and property administration support as requested by the Director of Finance and Operations. This position will be instrumental in making sure all guests visiting the office have a positive experience, greeting them upon arrival and helping to direct them to the correct destination. The Administrative Assistant will also be responsible for various administrative functions such as making sure phones are answered promptly, coordination of meetings, obtaining supplies, filing and maintaining records. This position will also provide project and property administration support which includes, but is not limited to, the following: tracking the status of all Leichtag Commons construction, maintenance, repair, refurbishment and building jobs and projects; setting up systems to manage and meet deadlines and complete follow-up; communicating with and providing regular updates as requested to the Leichtag Commons Operations Team; keeping excellent, organized records for all Commons jobs and projects; and providing general administrative support in relation to Leichtag Commons projects. Essential Duties and Responsibilities The essential functions include, but are not limited to the following: Office Administration (50%): • Greeting and directing all visitors to the correct destination • Managing the daily calendar for Leichtag Foundation meeting rooms • Coordinating and scheduling meetings and appointments as directed, which includes ordering food, room set up, technology set up and troubleshooting, and any other meeting logistics, as directed • Coordinating an active calendar of appointments for Senior Team members, as directed • Answering incoming calls, screening/directing calls, and taking and relaying messages to the appropriate team members • Coordinating messenger and courier services • Receiving, sorting and distributing incoming mail • Preparing outgoing mail for distribution • Monitoring incoming emails and answering or forwarding as required • Faxing, scanning and copying documents • Maintaining office filing and storage systems • Updating and maintaining data in various databases, such as contact records and activity logs in our CRM system, internal staff email and phone lists, and internal staff birthdays and anniversaries • Retrieving information when requested • Coordinating and maintaining administrative records and listings, such as company credit cards, memberships, associations, subscriptions, dates and times of all events and meetings held on the property • Typing documents, reports and correspondence • Organizing travel arrangements for staff as requested • Coordinating and organizing appointments and meetings • Attending meetings as directed, note taking, as well as, communicating follow up and action items • Monitoring and maintaining office supplies • Ensuring office equipment is properly maintained and serviced • Performing work-related errands as requested such as going to the post office and bank • Keeping office, reception, and meeting areas clean and tidy Project and Property Administration (50%): • Setting up project lists, developing management systems and timelines, and tracking deadlines and progress to deadlines for all Leichtag Commons jobs and projects. • Taking notes and creating action plans following property management and construction meetings and all Leichtag Commons-related meetings. • Liaising with and informing the Commons Operations Team and stakeholders regarding project status, deadlines, and materials needed. The Commons Operations Team and stakeholders include appointed management and staff from the Leichtag Foundation and Coastal Roots Farm, Hive members, tenants, and others as assigned. • Providing project support including following up with contractors and subcontractors, arranging for contract execution, purchasing, updating job status reports, creating drawings and aerials • Providing administrative support including preparing and filing expense reports, assisting with budget tracking, calendaring and schedule management, filing, adding business cards to CRM system and contact management, office machine maintenance and other clerical work. • Supporting current and potential tenant administration including drafting and preparing lease terms, agreements, and correspondence. • Other duties as assigned. How to Apply Please visit our website, https://leichtag.org/about-us/employment-opportunities/ and click on the view and apply for current opportunities here link to see the full job description and to apply online. The Leichtag Foundation is an equal opportunity employer.
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