Executive Assistant to the Executive Vice President

JOB SUMMARY

The Executive Assistant to the Executive Vice President performs high level administrative tasks to support the EVP. The Executive Assistant to the Executive Vice President must be able to multitask, prioritize tasks, and work with initiative without requiring close supervision.  S/he will be involved with working directly with organization-wide leadership as well as a large array of contacts ranging from entry level to extremely high-level both in and outside the organization. S/he will be exposed to sensitive information requiring discretion, good judgment and confidentiality.  S/he will be responsible for coordinating and monitoring aspects of a wide array of projects, including deadlines, for the EVP.  S/he will have organizational duties such as scheduling meetings and meeting coordination, as well as assist with special projects as required.  S/he will coordinate with executive support staff from across divisions and within the Executive Department.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Executive Assistant to the Executive Vice President 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 Vice President organizational support
• Executive Department administrative support
• Human Resources & Talent Management Department administrative support
• Data entry and document management

Essential Duties:

Executive Vice President Organizational Support

• Coordinates a wide variety of projects for the EVP and follows through with organization-wide leadership as well as officials and representatives from external partners, including government agencies, philanthropies, and other partners.
• Monitors deadlines and deliverables on projects and follows through on unresolved issues and/or pending requests
• Regularly updates the EVP on upcoming activities and events and communicates progress on tasks
• Effectively engages the EVP to inform, modify, improve EA functions with EVP feedback
• Serves as a liaison between the EVP and the Administration division specifically and the rest of the organization more broadly. Triages issues and concerns and understands when to escalate to EVP
• Coordinates meetings and events with County Departments and staff
• Coordinates EVP’s multifaceted and extremely complex schedule; confirms appointments and meetings as directed
• Ensures the EVP’s schedule is followed and respected, balancing his scheduling commitments with emergent organizational issues and needs.  Within this area, the EA must be able to assess competing demands and priorities
• Works closely with the EVP to keep him/her informed of upcoming commitments and responsibilities, including informing the EVP of any changes to his/her commitments and responsibilities
• Coordinates EVP travel, including but not limited to, conference registration, travel authorizations, per diem requests and lodging arrangements
• Works with the Executive Assistant to the Executive Director to obtain appropriate approval of all Executive Vice President reimbursements and expenses
• Formats a variety of documents, reports, memos, charts, slide presentations, and graphs consistent with the organization’s style guide; composes memos as needed
• Coordinates with Contracts Administration & Purchasing for purchasing of office supplies
• Collects and verifies use of Department credit card, including supporting documentation
• Maintains discretion and confidentiality

Executive Department Administrative Support

• Collaborates and actively promotes teamwork with the Executive Assistant to the Executive Director to ensure seamless and continuous coverage and support to the Executive Department and the executive office functions
• Receives and screens incoming calls and visitors; determines priority and alerts Executive Vice President accordingly
• Provides support to Board Relations Specialist and EA to the Executive Director as needed for Board of Commission meetings

Human Resources & Talent Management Department s Administrative Support

• Collects and verifies use of Department credit card, including supporting documentation
• Prepares purchase requisitions for payment of department expenses
• Arranges meetings and conference calls
• Coordinates with Contracts Administration & Purchasing for purchasing of office supplies

Data entry and document management

• Supports data and document management, including filing, scanning and storing digital versions of documents in relevant enterprise content management systems, including but not limited to, SharePoint
• Organizes and maintains the Executive Department’s filing system; including inputting and maintaining relevant database records
• 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

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.

QUALIFICATIONS

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 in both written and oral form; 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 understand the 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 goals

Job Specific Competencies

• Role Specific Content: Diplomacy skills to deal effectively and professionally with issues that arise with external and internal stakeholders; Excellent written and verbal communication skills; ability to anticipate needs and balance competing priorities, think critically, and offer solutions to problems; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all employees and company proprietary and privileged information used or observed in the course of performing job duties; Ability to exercise discretion in handling sensitive or confidential information or situations
• 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 technology tools 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

Experience:

• Minimum of five years of experience in administrative support preferred

Education:

• Associate’s degree or equivalent from an accredited two-year college or technical school in the fields 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 requires travel locally, statewide and nationally as needed

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

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.