Title: Director of Finance and Operations
Status / Classification: Full-time / Exempt
Compensation: $95,000- $110,000
Benefits: Health, vision, dental, CalSavers option, co-share working space, and gym membership
Location: Hybrid (remote with regular in-person activity required)
Reports to: Chief Executive Officer (CEO)
Start Date: August 2024

MISSION
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.

DESCRIPTION
AFLA seeks a full-time Director of Finance and Operations. The Director of Finance and Operations provides strategic leadership and vision to finance, budgeting, and information technology operations. They oversee all accounting functions, ensure accurate and timely program monitoring and annual audits, and provide regular financial reports to the staff and Board of Directors. The Director of Finance and Operations serves as liaison to the Board of Directors Finance and Audit Committees and as a trusted collaborator and thought partner with the CEO and Senior Leadership Team. This is the ideal position for an experienced mission-driven finance leader (e.g., Controller, Director of Finance) ready to take the next step in their career. This person will continue to build and execute the financial processes and systems and operational processes and systems of AFLA in partnership with the CEO.

ROLES AND RESPONSIBILITIES

Finance Management

• Manages and oversees all financial operations including but not limited to accounting, forecasting, budgeting, payroll, investments, grants management/ invoicing, and scenario planning to safeguard the ongoing sustainability of the organization.
• Ensures all financial operations comply with local, state, and federal laws; updates finance policies as needed and provides training to relevant staff to ensure compliance. Manages internal controls, conducts internal audits and reconciliations to identify any gaps or red flags.
• Ensures all required filings (including but not limited to payroll taxes; sales & use tax; property tax, forms 990, 199, RRF-1, etc.) are timely and accurate.
• Participates in organizational revenue planning and development of grant budgets, optimization of resources, identification of areas of risk and potential solutions to mitigate them.
• Ensures there are documented up-to-date standard operating procedures to support implementation of the finance function in accordance with accounting standards.
• Oversees all agency banking activities and actively manages cash flow to meet organizational needs. Alerts the CEO to any potential shortfalls and to plan alternatives.
• Serves as primary contact for independent auditors to ensure annual audit is completed timely; cooperates with funder audits and prepares corrective action plans, if needed.
• Prepares monthly financial reports and periodic forecasts for the organization overall and for individual programs/functional areas; develops and presents quarterly and ad hoc financial reports for the Finance Committee and Board of Directors.
• Oversees preparation of financial reports required for funders in cooperation with the development team; ensures that complete and accurate cost reimbursement and fee for service invoices are submitted timely.
• Develops an investment policy statement (IPS) and monitors, tracks, and reports on investment performance monthly, quarterly, and annually.
• Monitors grant spending to ensure compliance with grant requirements, applicable codes of federal regulations, or other oversight bodies to ensure satisfactory audits and avoid disallowed costs. Prepares final budget reports for grants.
• Leads preparation of annual program and organizational budgets in partnership with Executive and Senior Leadership teams.
• Serves as a member of the Senior Leadership Team and serves as liaison to AFLA’s Finance and Audit Committees and the Board of Directors. Provides input on organizational strategy and is responsible for achieving relevant strategic goals.
• Leads implementation of accounting, payroll, and timekeeping software.
• Processes the staff’s health care payments and Cal Savers.
• Manages accounts payable and receivables; processes vendor invoices and payments.
• Performs other duties as assigned.

Operational Management

• Drafts and implements vendor contract agreements and other contracting protocols for guest artists, vendors, contractors, consultants, etc.
• Manages the AFLA’s CRMs as needed to ensure they’re up-to-date and in compliance; ensure data integrity, uniformity, maintenance, input, and integration across all systems.
• Supports adequate reporting around performance and execution against organizational goals and objectives.
• Is responsible for computer systems administration, including the server, networking, and workstations, both in-house and remotely as well as supervises computer consultants.
• Ensures compliance with regulatory and governmental agencies’ requirements.
• Supports the implementation of AFLA’s 2022 – 2026 strategic plan and mid-year organizational goals checkpoints.
• Supports the organization’s major annual projects/events:conferences, collective impact work, virtual programming, etc as needed.

Organizational Leadership

• Provides strategic leadership and vision to the Finance Department and oversees all accounting functions, ensures accurate and timely program monitoring and annual audits, and provides regular financial reports to the Board of Directors.
• Works with the Director of Development to manage AFLA’s financial and development database entry and reconciliation processes.
• Shares 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.).

Supervisory Responsibility
This position oversees finance contractors, outside accountants, and the auditors.

Eligibility
Ideal candidates should hold the following qualifications and experience:

• Bachelor’s degree in accounting or related field is required. MBA or related Master’s degree is highly desired.
• Minimum 5-7 years proven track record as a nonprofit CFO, Controller, or Director of Finance (or comparable work experience) with deep understanding of nonprofit accounting principles, cost allocation practices, grants management, and oversight of government funding required.
• Expert level QuickBooks Online and Microsoft Excel is essential.
• Experience implementing and using Gusto or other payroll/time and attendance platforms.
• Proficient with cash flow management, budgeting, financial analysis and reporting, investment management, accounting functions and payroll.
• Proficient with translating complex financial concepts to individuals at all levels, including finance and non-finance personnel and Board members.
• Demonstrated excellence in organizational, managerial, and communication skills.

Preferred, but not required skills

• Awareness of Los Angeles arts community and local government structures.
• Bilingual applicants are encouraged to apply.

Qualifications

• 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.

Work Environment
This job operates in a hybrid work-from-home and professional office environment.

Travel
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.

Other Duties
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.

Compensation
Full-Time position – Starting salary range $95,000 – 110,000 dependent on experience. Benefits include health, vision, and dental care, CalSavers option, co-share working space, and gym membership.

How to Apply
Submit resume, cover letter, and list of contact information for three references to operations@artsforla.org with the subject line: “Director of Finance and Operations” no later than August 14, 2024.

AFLA is an equal employment opportunity employer and we strongly encourage diverse candidates to apply. AFLA does 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.

Title: Executive Assistant
Status / Classification: Full-time / Non-exempt
Compensation: $26.88 per hour
Benefits: Health, vision, dental, CalSavers option, co-share working space, and gym membership
Location: Hybrid (remote with regular in-person activity required)
Reports to: Chief Executive Officer (CEO)
Start Date: August 2024

MISSION
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.

DESCRIPTION
AFLA seeks a full-time Executive Assistant to support the CEO. This person is also a liaison to the Board of Directors and for staff on administrative and operational matters of the organization. The Executive Assistant will continue to build and execute the operational and financial processes and systems of AFLA in partnership with the CEO. Responsibilities include:

Board Liaison (30%)

Board Management, including:

• Facilitate board recruitment process in partnership with the Board Chair and CEO
  Onboard and off-board board members and track board terms, former board members, and board prospects on AirTable.
• Administer annual conflict of interest and disclosure forms, stewardship policy and demographic surveys.
• Board meeting preparation, including meeting virtual meeting spaces, venues, agendas, minutes, material prep, and follow-up.
• Propose and manage an annual calendar of board meetings,committee meetings and trainings.

Administrative (50%)

• Attend AFLA team and CEO meetings when needed and lead timely follow-ups.
• Manage, schedule, and update the CEO’s calendar.
• Draft, review and send regular board and key stakeholder communications on behalf of the CEO.
• Coordinate travel arrangements, such as hotel and airfare.
• Prioritize CEO emails and respond when necessary.
• Maintain various records and documents for the CEO.
• Support with maintaining the organization’s Online Board Community and ensuring regular updates and backup of information/research.
• Assist in monthly income and expense coding and monthly credit card reconciliation in collaboration with CEO and external accounting firm.
• With support from staff, draft and maintain the annual AFLA master calendar with AFLA Board and Committee related events, and keep the calendar up-to-date regularly.
• Schedule internal meetings with staff and external meetings that require multiple staff members.
• Timesheet reminder, collection, and bi-monthly roll-ups; submit the report to payroll.
• Help coordinate the annual 990 process for timely submission.
• Manage Google Shared Folder and ensure it is being updated regularly by staff.
• Support in the process of updating key succession documents, including Stakeholder Management, Document and Information Inventory List, and Staff Cross-Training Intakes.
• Support major annual projects and in-person events.
• Support the implementation of AFLA’s current strategic plan and mid-year organizational goals checkpoints, including the coordinating logistics of our annual off-site retreat.
• Support the Director of Development with AFLA’s individual and organizational membership coding via Bloomerang, including data entry and acknowledgement letters.
• Manage accounts payable utilizing the bill.com platform for programs and organizational expenses.
• Lead in maintaining and updating of internal grant processing tracker.

Other (20%)

• 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.).

ELIGIBILITY
Ideal candidates should hold the following qualifications and experience:

• Minimum 1-2 years experience in administration and/or operations.
• Demonstrated excellence in organizational, managerial, and communication skills.
• Ability to work flexible hours, including evenings and some weekends.
• Confident decision-making skills and collaborative spirit.
• Strong research and writing skills, with the ability to efficiently and clearly communicate complex information in writing.
• Excellent professional judgment.
• Thrive in a fast-paced environment with changing priorities and deadlines.
• Juggle multiple tasks with ease and grace.
• Meticulous attention to detail.
• Excellent verbal communication skills and the ability to communicate with various levels of professionals; particularly experience interacting with nonprofit boards.
• Strong organizational, project, and time-management skills.
• Ready to thrive in a work culture with the following characteristics: collaboration and learning, data-driven practices, direct feedback, documentation, due diligence and preparation, professionalism and kindness, self-reflection, strategic thinking, and vulnerability.

Preferred, but not required skills:

• Awareness of the Los Angeles arts community and local government structures.
• Bilingual applicants are encouraged to apply.

Qualifications

• 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.

COMPENSATION
This is an hourly position paying $26.88 per hour, depending on experience, and includes benefits such as accrued vacation and sick time and a monthly work-from-home expense reimbursement package. 

HOW TO APPLY
Submit resume, cover letter, and list of contact information for three references to operations@artsforla.org with the subject line: “Executive Assistant” no later than July 31, 2024.

Arts for LA are equal employment opportunity employers 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, where not substantially job-related), citizenship status, or any other basis prohibited by law.