Michelson Philanthropies

Michelson Philanthropies (MP) is a group of private operating foundations that create opportunities and support underserved communities through grantmaking, impact investing, advocacy and programmatic activities. With 50 employees based primarily in greater Los Angeles, our foundations, Michelson Medical Research Foundation, Michelson Found Animals Foundation, Michelson 20 Million Minds Foundation, and Michelson Center for Public Policy and International Affairs, focus on medical research, animal welfare, education, criminal justice reform, intellectual property, and other issues. Our goal is to create sustainable and scalable solutions to challenges in California and beyond. Our headquarters features creative office suites adjacent to Culver City.

Position Summary

The Administration Manager is responsible for overseeing and managing the day-to-day administrative operations of the organization. This role will be providing support for a range of operations responsibilities within Michelson Philanthropies. The Administration Manager manages the Office Support Specialist and serves as a backup as needed. This position is based in Los Angeles and in-person time in the office is required.

You will:

The Administration Manager will be responsible for performing the below tasks. While these are the core duties for this role, the position is not limited to only performing what is captured here; we think growth is good. You should too!

Facilities Management

• Office policies and procedures, space allocation, hoteling management, subleases, office operations, facility and operations contracts, liaise and manage external vendors and service providers, obtain quotes, negotiate contracts, manage execution of work
• In conjunction with COO, develop and manage Michelson Philanthropies Admin strategic plans and budgets, tracking spending, approving expenses, and ensuring cost-effectiveness
• Supervise and manage Office Support Specialist, including hiring, training, and evaluating employee performance. Office Support Specialist duties include but are not limited to:
  • Daily operations of the office, including handling incoming and outgoing correspondence, answering phones, greeting guests, stocking kitchen and supplies, providing IT help desk support, maintaining office equipment, vendor coordination, event support, expense and pcard reconciliation and submitting for payment, general administrative support, legal support including contract management
• Conduct regular audits and evaluations of office operations to identify areas for improvement and implement changes as needed

Event Management

• Management of events and budget in conjunction with Human Resources at times including in person and remote meetings and events, holiday parties

Administrative Support

• Provide administrative support as needed to MP team including executive team members that includes expense reports, calendar, travel and meeting management
• Handle confidential and sensitive information with discretion and maintain confidentiality at all times
• Assist with ad hoc PowerPoint or Google Slides presentations as needed

IT Support

• Helpdesk support and coordination 
• Provide system training for employees - Google Workspace, Email Signatures, Intranet
• Last pass management: user accounts, troubleshooting
• Google Workspace admin: account management, groups management, billing, conference room management, shared drives management, aliases, email signatures

Other

• Foster a positive and professional work environment by promoting teamwork, communication, and collaboration among staff members
• Prioritize conflicting obligations and needs, independently and proactively carry out projects to completion on tight deadlines
• Interfaces with internal and external teams/function management, and other stakeholders to keep abreast of current company initiatives related to project(s)
• Participate in relevant meetings, including strategy meetings, brainstorming sessions, 
• Communicate major issues, scope changes, schedule changes, project risks, and major decisions that impact the successful delivery or work
• Produce status reports as requested 
• Seek to optimize process workflows with regard to efficiency and accuracy
• Performs other related duties and projects as business needs require, at the direction of management.
• Backup for Office Support Specialist

Requirements

Successful candidates for this role will have a mix of the below experience, education, and skills. We are flexible in considering your background but want to ensure that you have the tools to thrive! Please review and make sure that your skillset aligns with:

• Bachelor’s Degree and/or related field or equivalent work experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position
• 5 -7 years of professional experience in fields including but not limited to office management and operations with at least 3 years in a managerial role
• Basic IT troubleshooting skills required
• Experience providing administrative support to executives
• Event management experience including vendor and budget management
• Experience in budget management and accountability for approvals and variances
• Human resources and payroll experience a plus
• Exceptional organizational and time management skills, with the ability to prioritize and multitask with competing deadlines simultaneously, working effectively and efficiently to provide quality service delivery. Creative, detail-oriented, and resourceful, with excellent follow-through skills. 
• Flexibility and the ability to adapt to changing business needs
• A willingness to manage ambiguity, knowing that we don't yet have all the answers but are committed to finding them
• Experience and confidence as a communicator that demonstrates excellent verbal, written, and presentation skills (including proofreading and editing); exhibits astute interpersonal skills and diplomacy
• Ability to both work independently and take a highly collaborative approach to your work
• Maintain a positive, team player attitude and demonstrating ease in working with multiple and diverse stakeholders
• Proficiency with Google Workspace, Microsoft Office Suite, Asana, and the ability to quickly learn other programs
• Strong leadership and team-building skills
• Ability to handle confidential and sensitive information with discretion
• Knowledge of office management systems and procedures
• Familiarity with human resources processes and procedures
• Strong problem-solving and decision-making skills

Essential Functions:

• Regularly lift and/or move up to 15 lbs
• Occasionally lift and/or move up to 20 lbs
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

You’ll receive:

We know our people are our most important asset. So in addition to a competitive salary, exceptional colleagues, and the fulfillment of working with an organization literally making the world a better place; all full-time employees are eligible to participate in MP’s benefits program:

• Medical, Dental, & Vision Insurance
• Life & Long-term Disability Insurance
• Flexible Spending Account (Health & Dependent Care)
• Pet Insurance discounts
• 401(k) + match
• Paid Holidays and more! Professional development opportunities, team building, and sabbatical to name a few.

Michelson Philanthropies is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Hungry for more? Visit us at www.michelsonphilanthropies.org to see the groundbreaking work our teams are doing.

Think we’re a pretty great organization but this isn’t the right fit for you? Please submit general inquiries via the “share your information” tab on our career site.