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Executive Administrative Assistant

Employer
First 5 LA
Location
Los Angeles
Closing date
Jun 1, 2019

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Job Details

JOB SUMMARY
Under the direction of the Board Relations Specialist, performs high-level administrative support to the Executive Department and First 5 LA Board of Commissioners.

 

ESSENTIAL DUTIES & RESPONSIBILITIES
The Executive Administrative Assistant 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:

 

  • Administrative support for all Board-related items Scheduling and calendar support for Commission-related meetings and activities; to include ongoing staff trainings on Board-related processes Data entry and document management for Board-related documents Travel planning and coordination for Commissioners

Duties as Administrative Assistant to the Board supporting the Board Relations Specialist/Board Secretary

 

  • Ensures proper and timely processing of Commissioner stipends and reimbursements for Commission-related activities.
  • Tracks and schedules ongoing group trainings with new staff members on Board–related processes; this includes trainings on the Agenda Builder and Executive Director’s report online system
  • Follows up with Commissioners regarding any Commission-related questions including confirmation of attendance for each upcoming Commission/Committee meeting to ensure quorum is met.
  • Creates all Board and Committee binder skeletons for the Executive team and Board Chair’s office
  • Provides support in the preparation of Board binders for the Executive team and Board Chair’s office, to include final posting of Commission/Committee meeting related documents; assists in maintaining appropriate files, electronic and hard copy of all Board-related documents
  • Prepares Commission/Committee meeting related documents. This includes, but is not limited to, public comment and motions forms as well as sign-in sheets for the public.
  • Prepares “For Your Information” folders for distribution to Commissioners at each Commission meeting. This includes, but is not limited to, sorting through all incoming mail addressed to Commissioners and ensuring that the Executive Director receives a copy of all information items that are provided to the Board.
  • Supports the Board Relations Specialist to ensure timely posting of hard copy agenda in compliance with the Brown Act and agency bylaws.  Reposts agenda to most up to date version as needed.
  • Provides support to the Board Secretary during Commission meetings with set up and coordination of meeting material distribution.
  • Coordinates the reflection of updates to the Commission calendar on First 5 LA website, internal SharePoint site, and electronic copies to ensure that dates and times are always up-to-date.
  • Assists with preparations for Commission and Committee meetings. This includes, but is not limited to, printing Commission/Committee packets, setting up name placards, and providing any additional administrative support.
  • Provides support in preparing new Board orientation materials for Commissioners; ensures that materials are updated regularly to reflect the latest information available from staff
  • Provides support in preparing hard copies of Commission/Committee agendas for the Executive Team’s weekly review.
  • Orders and sets up catering for all Commission/Committee meetings.
  • Assists with travel arrangements for Commissioners.
  • Assists with maintaining two separate LA County online databases of Commissioner’s attendance at Commission meetings and Conflict of Interest Codes
  • Assists in maintaining appropriate files (electronic and hard copies) of all Commission-related documents including meeting packets, Form 700s, meeting minutes and meeting roll-call sheets.
  • Assists in maintaining appropriate and up-to-date website content for all Board-related items.

Duties as Administrative Assistant to the Executive Department supporting the Board Relations Specialist and Executive Assistant

 

  • Assists with the monitoring of deadlines on projects or meetings and follows through on unresolved issues and/or pending requests.
  • Serves as the primary back-up for the Board Relations Specialist and the Executive Assistant to the ED as needed.
  • Assists with purchase requisitions for payment of department expenses in accordance with agency policies.
  • Supports the Board Relations Specialist to ensure that all Commissioners and designated staff file his/her conflict of interest form (Form 700) in a timely manner that is in compliance with LA County’s guidelines.
  • In conjunction with the Executive Assistant to the ED, collaborates with the Executive Assistant for the EVP to ensure seamless coverage and support of the Executive Office; actively promotes teamwork with the EA to the EVP to ensure that coverage is available in case of the other’s absence and to ensure continuous support for the Executive Office functions.
  • Organizes and maintains the Executive department’s filing system; including inputting and maintaining relevant database records in an Enterprise Content Management system.
  • Maintains Board-related office supplies and places orders for office supplies as needed
  • Schedules cross departmental meetings; shares required agendas and supporting materials as directed
  • Coordinates department celebrations

​Data entry and document management

  • Supports data and document management, including filing, scanning and storing digital versions of Board-related documents in relevant enterprise content management systems including but not limited to SharePoint
  • 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 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 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; 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§    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 three 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.

 

Company

WHO WE ARE

Our agency’s Board of Commissioners, leadership and talented employees work as one in reaching our North Star: Every child in Los Angeles County will reach their full developmental potential throughout the critical years of prenatal to age 5.

Our Statewide Role

First 5 LA believes the case is clear that policy makers must prioritize young children in policy and budget decisions – because our future success as a state depends upon it. Nearly half of the state’s children live in, or near, poverty. California is first in per prisoner spending, but 46th in per pupil spending in education. California continues to prioritize spending on programs for residents when problems are most acute – treatment services, child welfare, incarceration, school remediation – and lags the country and the world in spending on access to proven prevention programs like quality early learning and home visiting programs for new parents.

The impacts of ignoring our children are clear: statewide, only 45 percent of third graders read at grade level and child care can cost parents as much as in-state college tuition at the University of California. It will take grit by decision makers and elected officials to address these challenges.

First 5 LA, as part of the network of First 5s throughout the state, will help by sharing what we have learned since our inception, by bringing parents, community members, and diverse partners together to help create lasting solutions, and by advocating for investments in proven early childhood systems and supports for California’s youngest children.

First 5 LA’s structure and staffing have been designed to better enable us to advance our goals and focus on those policies and resources that will yield the greatest benefits for kids in L.A. County. Our Board of Commissioners provides guidance and direction to our leadership and staff to implement our Strategic Plan.

Company info
Location
750 North Alameda Street
Los Angeles
CA
90012
US

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