Administrative Assistant

Reporting to the Asset Manager, the Administrative Assistant 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 8:30 AM and 6 PM.

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

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.

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.

• 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 work spaces; 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.

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.

• 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.

• 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.

This position does not have supervisory responsibilities.

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.