Los Angeles

Named one of “America’s Cultural Treasures” by the Ford Foundation, the Japanese American National Museum is a Smithsonian affiliate and AAM accredited.

JANM is based in Downtown LA’s historic Little Tokyo. Its campus includes the Gyo Obata designed Pavilion, the former Nishi Hongwanji Temple built in 1925, and an expansive public plaza. In addition to gallery, office, event, and meeting spaces, JANM has the 200 seat Tateuchi Democracy Forum theatre.

The Facilities Administrative Assistant provides administrative support to the Facilities Department that oversees maintenance, security, information technology, and facility rentals. Duties include phone calls, email, invoices/billing, vendor files, correspondence, supply orders, payment request, keycard, parking permit, building key logs and assisting the Facilities/Security Director with updating maintenance schedules and coordination of museum equipment repairs. On occasion provide lunch breaks for Visitor Services Associates at the admission desk. This position includes occasional weekend, early morning, or evening hours and requires some flexibility on scheduling based upon facilities schedule.

Bachelor’s degree in communications, marketing, humanities or related field preferred.  Minimum of 2 years’ experience working as an administrative assistant or receptionist and handling payments in a museum or office setting. At least 1 year of event planning or marketing and customer service experience is preferred. Ability to work well under pressure to meet deadlines.

Excellent organizational skills with strong proofreading skills and ability to prepare invoices for clients. Professional phone manner is essential. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Familiarity with Little Tokyo Community desired and knowledge of Japanese American history and culture a plus. Experience with MS Office, G Suite preferred; familiarity with ESpace and Altru beneficial. Proof of COVID-19 vaccination required.

Position funded through 6/30/24. Visit www.janm.org/jobs for full description. EOE.

Benefits: Medical, Dental, ERISA 403(b), FSA, 17 holidays, sick, vacation time, on-site parking, discounts in museum store and Chado Tea Room. Metro Gold Line adjacent.

To Apply Submit: Cover Letter, application form, and resume

Japanese American National Museum
Attn: Human Resources
Re: Facilities Administrative Assistant

100 N. Central Ave, Los Angeles, CA 90012

Email: hr@janm.org

No Phone Calls Please

Create CA seeks a full-time Administrative Associate who will provide administrative support for its Pasadena office and statewide team.

Create CA’s mission is to advocate for high quality arts education for all students by providing policy expertise and by mobilizing a statewide network of advocates and allied partners. Create CA is the only statewide organization that brings together all primary constituencies for arts education, including arts organizations, K-12 teachers, professional teacher associations, state and local education departments, professional development providers, parents and PTAs, and interested community members in higher education and business. 

For more information, please visit www.createca.org

Major Duties and Responsibilities

Specific duties include, but are not limited to, the following:

• Provide administrative support to Create CA staff
• Coordinate logistics, prepare materials, and help execute meetings and special events, including Board and other meetings
• Schedule meetings and appointments
• Oversee office systems and equipment including external IT support
• Support board and staff orientations and onboarding
• Track and order inventory (e.g., program collateral, equipment, office supplies, etc.)
• Maintain all files and archives
• Track credit card receipts, reconcile with statements and update transactions in QuickBooks
• Support monthly payroll (time allocation sheet tracking, etc.)
• Track employee expenses and receipts as well as monitor employee budget allocations
• Assist Finance & Operations Manager with day-to-day bookkeeping, including entering invoices, bill pay and account reconciliations
• Process, track and acknowledge donations
• Respond to public inquiries and represent Create CA effectively to the public
• Other administrative support as needed

Physical Requirements

• Duties require occasional lifting of up to 20 lbs

Job Qualifications:

• Experience: 2-4 years of administrative experience required.
• Education: Bachelor’s degree preferred, but not required.

Knowledge, Skills, and Abilities

Ideal candidate will have:

• Exemplary organizational, time management, project management, analytic and coordination skills
• Highly motivated, able to plan proactively, prioritize tasks, and manage competing priorities
• Excellent attention to detail and follow through on projects/tasks
• Strong written and spoken communication and interpersonal skills
• Stellar notetaking, editing and proofreading skills
• Knowledge using Microsoft Office (Word, Excel, PowerPoint), QuickBooks, and Macintosh or PC platform required
• Experience with Google Workspace, Smartsheet, Dropbox, Zoom, Bill.com, databases and/or graphic design desired but not required
• General technological savvy and strong online research skills
• Friendly and professional presence in telephone, virtual, and face-to-face communication
• Ability to work independently and carry out assignments within stated timeframe
• Honesty, integrity and ability to adapt to change
• Valid California driver’s license

Position Specifications & Benefits

• Full-time employee, non-exempt position
• Competitive compensation commensurate to applicant’s experience (Range of $21-$23/hr)
• Benefits include: Medical, Dental and Vision coverage, 401(k) plan participation and matching, as well as Sick, Vacation and Holiday pay
• Create CA is committed to employee professional development and supports opportunities for training and growth
• The position requires occasional travel throughout California and to select events

Application Process

To apply, submit the following as one (1) attachment in pdf format to hr@createca.org with the subject line “Administrative Associate”:

• Resume
• Cover letter

Applicants will be contacted only if the applicant’s skills match the job requirements. The preferred position start date is January 10, 2022, but the date is negotiable. No calls please.

Equal Opportunity Employer

Create CA is an Equal Opportunity Employer. Create CA seeks diversity and does not discriminate based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other basis protected by law.

The statements in this description represent typical elements, criteria, and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for the job.