Executive Assistant to the Executive Director

First 5 LA
90012, Los Angeles
Nov 14, 2018
Dec 14, 2018
Position Type
Full Time


Under the direction of the Executive Director, the Executive Assistant performs high-level administrative tasks to support the Executive Director, Executive Department, and the First 5 Los Angeles Board of Commissioners. S/he will have administrative duties such as scheduling meetings and meeting coordination, and will also provide Commission meeting support, as well as assist with special projects as required.  S/hewill coordinate with executive support staff from across divisions.

The Executive Assistant must have strong communication skills, the ability to work collaboratively across Divisions and functions, the ability to multitask and prioritize, and the ability to anticipate the needs of the Executive Director, as well as the willingness to assist wherever needed. This role requires exceptional attention to detail and follow-through skills, as well as proficiency in computer applications and software. S/he will be made privy to confidential information and must be able to maintain discretion and practice good judgment at all times.  


The Executive Assistant to the Executive Director should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility:

Key Areas of Responsibility:

  • Executive Director high-level administrative support
  • Executive Department administrative support
  • Commission Meeting Support

Essential Duties:

Executive Director High-level Administrative Support

  • Maintains and coordinates Executive Director’s schedule; confirms appointments and meetings
  • Plans, coordinates and prepares Executive Director travel, including but not limited to, conference registration, travel authorizations, per diem requests, lodging arrangements, travel  documents, itineraries, and detailed trip information
  • Ensures that documents presented to the Executive Director are appropriate as to content, accuracy, completeness and are ready for signature; follows-up with appropriate staff for any outstanding document requirements
  • Ensures that documents presented to the Executive Director are appropriate as to content, accuracy, completeness and are ready for signature; follows-up with appropriate staff for any outstanding document requirements 

Works with the Board Chair’s Office to obtain appropriate approval of all Executive Director reimbursements and expenses 

Executive Department Administrative Support

Maintains and coordinates the calendar and activities of the Executive Department with other First 5 LA divisions, departments, and outside agencies; in collaboration with other Division EAs, coordinates organization-wide events and shares required information, agendas and supporting materials, and maintains and tracks necessary information on SharePoint  Reads, screens and routes incoming correspondence and documents; makes preliminary assessment of the importance of the materials and organizes documents; handles some matters personally as authorized by the Executive Director and forwards materials to staff and departments as necessary  Composes and edits a variety of documents, including correspondence, reports, memos, charts, slide presentations, and graphs consistent with the organization’s style guide  Receives and screens incoming calls and visitors; determines priority and alerts Executive Director accordingly; makes referrals to the designated staff person or provides the requested information directly if appropriate  Coordinates and maintains a tracking system for correspondence and ensures follow-up actions  Maintains office supplies inventory by checking stock to determine inventory level; coordinates with Contracts Administration & Purchasing for central purchasing of office supplies  Prepares purchase requisitions for payment of department expenses, including Executive credit card purchases, as well as per diem and allowable reimbursements for the Executive Director in accordance with agency policy; retains receipts for purchases according to First 5 LA policies and procedures

  • Assists with requests for public information in collaboration with the Director of Communications in compliance with the Freedom of Information Act
  • Participates in the preparation of the annual department budget, expenditure review, and budget administration 

Organizes and maintains the Executive Department’s filing system, including inputting, filing, scanning and maintaining digital database records  Collaborates and promotes teamwork with the Executive Assistant to the Executive Vice President to ensure seamless and continuous coverage and support to the Executive Department and the executiveoffice functions  Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10 Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary 

Commission/Committee Meeting Support

Provides support in the preparation of Board binders for the Executive Director and Executive Vice President that reflects final posting of Commission/Committee meeting related documents; assists in maintaining appropriate files, electronic and hard copy of all Board-related documents Provides support to ensure timely posting of hard copy agendas in compliance with the Brown Act and agency bylaws; reposts agendas to most up to date version as needed  Provides support to the Board Relations Specialist during Commission meetings, including, but not limited to, meeting set-up and meeting material distribution                                                                                                                         As needed, prepares hard copies of Commission/Committee agendas for the Executive Team’s weekly review

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

Knowledge, Skills & Abilities:

Organization-wide Competencies

Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors Possesses Customer-Focused Mindset: Is aware of and considers relevant internal & external stakeholders and their needs (customers); identifies solutions to be responsive to stakeholder needs; considers impact when executing daily tasks Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public Communicates Effectively: Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences Demonstrates Integrity and Judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understandthe decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one Demonstrates Critical Thinking: Applies critical thinking, logic and reasoning to effectively think through problems and information; identifies relative strengths and weaknesses of options, solutions or approaches Demonstrates Strategic Thinking: Considers issues and relationships relevant to achieving long range goals or vision; identifies alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to layout several points of view on a course of action to accomplish goal

Job Specific Competencies

Role Specific Content: Diplomacy skills to deal effectively and professionally with issues that arise with external and internal stakeholders; demonstrated ability to pay close attention to details with excellentaccuracy and completeness; must be able to maintain confidentiality; is a self-starter and self-directed Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technologytools to effectively manage and expedite processes; uses resources effectively Planning and Organization and Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives;ability to manage high performance projects


Minimum of five years of experience in high-level administrative support preferred


Associate’s degree or equivalent from an accredited two-year college or technical school in the field of business administration or a related academic field preferred

Computer Skills:

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) Ability to use widely supported internet browsers Familiarity with MS SharePoint a plus

Certificates, Licenses and Registrations:

  • Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions 
  • Valid automobile liability insurance

Travel Requirements

This position may require travel locally and statewide


Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is routinely required to carry and/or lift up to 10 pounds.

 Work Environment:

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 The noise level in the work environment is usually moderate.

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