Chief Administrative Officer
Chief Executive Officer (CEO)
Hybrid: WFH/ co-share office space
About Arts for LA
Arts for LA (AFLA) activates artists and organizations and leads communities to advocate for an equitable, healthy, and creative Los Angeles region through the arts.
AFLA seeks a full-time Chief Administrative Officer. This person is a liaison to the Board of Directors and for staff on administrative, people and culture (HR), and operational matters of the organization. The Chief Administrative Officer will continue to build and execute the administrative, operational, and financial processes and systems of Arts for LA in partnership with the CEO, and provide support in administering programs and fundraising efforts as needed.
Roles & Responsibilities
Work with the entire AFLA staff to set annual organizational goals, and lead quarterly and half-year check-ins.
Oversee the onboarding of new staff members and board leaders; including creating onboarding plans, setting up equipment and accounts, processing new hire paperwork, and setting up payroll and insurance benefits
Represent AFLA community members, vendors, funders, and other relevant communities and the broader network
Effectively articulates organizational goals and objectives including the importance and connectivity of each arm and function of AFLA with emphasis on execution and accountability
Interacts with program staff to ensure that they have the tools and data available to support programs, program changes, or potential changes.
Provides supportive supervision and training to all those under direct supervision.
Work with the Director of Development to best manage the Arts for LA’s individual and organizational membership coding via a digital tracking system
Support special projects and grants outside of AFLA’s core programs
Share in the day-to-day operations of the organization as it relates to the duties of the position or as in the normal course of the running of the office as do the other staff members (i.e. logistics etc.).
Draft and implement vendor contract agreements and other contracting protocols for guest artists, vendors, contractors, consultants, etc.
Manage the Arts for LA website, CRMs, and social media platforms as needed to ensure they’re up-to-date and in compliance; ensure data integrity, uniformity, maintenance, input, and integration across all systems
Ensure adequate reporting around performance and execution against organizational goals and objectives
Develop and implement procedures and controls to promote communication and adequate information flow, such as overseeing the annual Arts for LA master calendar, and ensuring the calendar is kept up-to-date regularly
Responsible for computer systems administration, including the server, networking, and workstations, both in-house and remotely as well as oversight of computer consultants.
Research and review AFLA’s annual benefits packages, vendors, etc and make recommendations accordingly
Ensure compliance with regulatory and governmental agencies’ requirements.
Develops and updates appropriate policies and procedures for all safety, annual updating of succession plan, HR, program delivery, data usage, and supports the finance committee with ensuring up-to-date financial controls.
Manage the annual benefit administration – organize renewal communications (health, vision, dental)
Support the implementation of AFLA’s 2022 – 2024 strategic plan and mid-year organizational goals checkpoints
Lead the annual employee handbook review and staff training plan with guidance and support from HR consultants and the CEO
Support AFLA membership recruitment, retention, and engagement objectives as needed
Support with the org’s major annual projects/events – conferences; collective impact work, virtual programming, etc as needed
Collaborate with the CEO to develop the annual business plan as finally realized in an Annual Budget
Oversee the timeliness and accuracy of the monthly income and expense coding and monthly credit card reconciliation – for the CEO
Process Payroll bi-weekly and manage the staff’s health care payments, Cal Savers and annual registration
Manage accounts payable and receivables; process vendor invoices and payments
Work closely with the Board Treasurer and Audit Team to provide significant support during the annual financial audit process
Support with ensuring the timely, accurate, and transparent reporting of AFLA’s financial performance, including the status of each program, service, and event-related activity
Works closely with the Bookkeeper and other accounting staff (internal or external) to close the financial records each month and annually, reporting to management and the BOD for review as well as by outside Auditors and other State and Federal agencies
This position is responsible for supervising at least one employee (potentially more as AFLA grows) as well as contractors and consultants as needed to support the mission of AFLA.
Ideal candidates should hold the following qualifications and experience:
Flexibility, adaptability, and capacity to prioritize and manage multiple projects
Minimum 5-7 years of experience in administration and/or operations, with 5+ years in a senior leadership or management role
Demonstrated excellence in organizational, managerial, and communication skills
Exceptional written and oral communication skills
Experience interacting with nonprofit boards
Ability to work flexible hours, including evenings and some weekends
Time Management skills
Ability to pay attention to detail
Ability to multitask
Preferred, but not required skills
Awareness of Los Angeles arts community and local government structures
MBA or HR degree
Bilingual applicants are encouraged to apply
California state driver’s license and ability to use own car for travel
Demonstrated ability to work effectively with people and organizations of diverse backgrounds and political viewpoints
Understanding and supporting the values, mission, and goals of AFLA
This job operates in a hybrid work-from-home and professional office environment.
This position requires local travel, as well as occasional travel within the state of California.
Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are M-F from 9:00am- 5:00pm, with some weekend and evening hours required.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Full-Time position – Starting salary range $110,000-120,000 dependent on experience
Benefits include health, vision, dental care, and vacation beginning in August 2023.
How to Apply
Submit resume, cover letter, and list of contact information for 3 references to firstname.lastname@example.org with the subject line: “Chief Administrative Officer.”
AFLA is an equal employment opportunity employer and we strongly encourage diverse candidates to apply. Arts for LA do not discriminate on the basis of race, color, religious creed, sex (including pregnancy), gender, national origin, ancestry, citizenship, age, medical condition including genetic characteristics, mental or physical disability, veteran status, marital status, sexual orientation, gender identity, (including transgender status), weight, height, linguistic characteristics (such as accent and limited English proficiency, were not substantially job-related), citizenship status, or any other basis prohibited by law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.