Executive Assistant

Location
Los Angeles County, California
Salary
Competitive compensation depending on experience. Includes full health, dental and retirement benefi
Posted
Jul 17, 2019
Closes
Aug 16, 2019
Position Type
Full Time
Degree Level
Bachelors
Willingness to Travel
Not willing to travel
Experience Level
Administrative

Position Summary

This is an executive level, high responsibility position to provide administrative support to senior leaders. Under the direct supervision of the Operations Manager, the Executive Assistant will perform technical and specialized administrative support and oversight on various projects for the Executive Director and Managing Directors; and will perform related work, as required. 

The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities and be able to work independently and on variety of teams. Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will also possess a proactive work style that anticipates the needs of his/her supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures and activities related to the assigned duties.  The work entails dealing professionally with highly confidential information and requires a high degree of customer focus.

Specific responsibilities include, but are not limited to 

Administrative Support for Executive Director (65% of time)

  • Maintain the calendar of the Executive Director; schedule internal and external meetings, including preparing all necessary information and materials required for meetings, taking messages, participating in and taking notes during conference calls and meetings, and drafting and reviewing correspondence.  Ensure that preparations for meetings are made in a timely and professional manner.  Will require working closely with the Board of Directors and staff.  
  • Prepare internal expense reports and external letters for expense reimbursement from sponsoring organizations.
  • Maintain files, as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery.  
  • Coordinate with Communications Department to respond to requests for interviews, speeches and/or information.

    Administrative Support for two Managing Directors (20% of time)

  • Schedule internal and external meetings, including preparing all necessary information and materials required for meetings, and drafting and reviewing correspondence. Ensure that preparations for meetings are made in advance and in a timely and professional manner.
  • Prepare internal expense reports and external letters for expense reimbursement from sponsoring organizations.
  • In coordination with the Executive Director and Managing Directors, assist in the planning and convening of the annual Los Angeles board meeting, including preparing and mailing board packets, coordinating travel for board members and organizing various meeting related events, and taking notes/minutes at the meeting.  

    Administrative Support for Founding Co-Director (15% of time)

  • Schedule internal and external meetings, including preparing all necessary information and materials required for meetings, and drafting and reviewing correspondence.  Ensure that preparations for meetings are made in advance and in a timely and professional manner.
  • Prepare internal expense reports and external letters for expense reimbursement from sponsoring organizations.
  • Maintain files, as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery.  
  • Coordinate with Communications Department to respond to requests for interviews, speeches and/or information.

    Additional Duties

  • As appropriate, assist other departments and work as a member of the Administration Team by demonstrating professional and cooperative demeanor with supervisors and co-workers. 
  • Coordinate with Administration Team colleagues to arrange for travel, hotels and equipment.
  • Provide administrative coverage for members of the Administration Team who are on leave or out of the office.
  • Participate in organization-wide planning, development, and communication activities, as needed and ensure adherence to Advancement Project goals and policies.
  • Provide pre-event, day-of and post-event support. Assist with the preparation of collateral materials and mass mailings, including fundraising invitations, meeting packets and signage.
  • Other duties as assigned, dependent on organizational needs and employee skills.

    Qualifications

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.
  • Education/Experience:  Minimum of three years of administrative experience, preferably at a nonprofit or social justice organization (beyond summer or short-term internships). Bachelor’s degree required. Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.
  • Communication Skills:  Strong interpersonal, written, and verbal communication skills are required. Demonstrated ability to compose and edit correspondence and basic reports; knowledge of business English, grammar and punctuation is required, with knowledge of a variety of writing styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. A proven ability to interact well with staff at all levels in an organization and to work as a productive team member are also required. Sense of discretion and a high degree of professionalism is required.
  • Telephone/Technology Skills:  Screen and handle telephone calls using proper etiquette.  Computer literacy, including strong word processing experience and working knowledge of Microsoft Office software and a willingness and ability to learn other computer programs as required.
  • Organizational & Management Skills:  Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget. A strong attention to detail is required.  Flexibility to adjust and contribute to continually evolving work situation and changing priorities. The ability to multi-task various assignments, prioritize work, and adjust to multiple demands.  Comfort working under pressure and tight deadlines.
  • Judgment and Discretion:  Skilled in determining matters of importance and information of use, exercising initiative in accomplishing any related tasks; give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.
  • Team Work & General Skills:  Ability to work independently and with minimal supervision. Ability to take initiative and follow tasks through to completion. Demonstrated ability to work in a small team setting.
  • Must be able to travel within state.

 

Physical demands

• Occasionally must be able to move office supplies and equipment weighing up to 20 pounds across the office and at external events.

To Apply

Your cover letter and resume must arrive in a single PDF file with the position title and your name as the file name, separated by commas. For example Executive Assistant, Jorge Jimenez.pdf. Free PDF software is available online to create, edit, and merge PDFs; e.g., Sedja. 

Jorge Jimenez

Director of Human Resources, Finance and Administration

hr@advanceproj.org

Women and people of color are strongly encouraged to apply.