Executive Administrative Assistant

Modern HRCulver City, CA, US

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Job Description

JOB SUMMARY :

The Executive Administrative Assistant (EAA) reports to the External Affairs Manager and provides comprehensive administrative support to the Chief Executive Officer (CEO). The EAA assists the External Affairs Manager and CEO with daily administrative functions, board / donor communications and meetings, recordkeeping to support organizational governance, and research and writing to advance the agency’s mission-driven strategic plan goals. In particular, the EAA will be responsible for administrative functions that support the agency’s goal of developing housing and programming for pregnant and parenting transition age youth. In addition, the EAA supports the Chief Operating Officer (COO) and other members of the executive team with administrative duties and special projects.

ESSENTIAL JOB DUTIES :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and / or abilities required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

Act as a board liaison, supporting clear communication between the executive office and Board of Directors
Organize and manage an active calendar of appointments
Arrange detailed travel plans, itineraries, and agendas
Prepare expense reports and other required documentation
Help manage agency’s news media subscriptions
Provide administrative and technical support to coordinate in-person, remote, and hybrid meetings
Take clear and concise meeting minutes
Maintain document filing systems for the executive office, while ensuring compliance with records retention procedures and other agency policies and legal or contract requirements
Ensure discretion and confidentiality at all times (this position will have access to highly confidential information)
Conduct prospect research on individuals, corporations, and foundations to support the CEO with solicitations
Maintain up-to-date information about prospects and donors in donor database
Support the preparation and writing of key donor correspondence and grant proposals / reports
Provide staff support for fundraising and cultivation events
Prioritize flow of information for External Affairs Manager and CEO’s review; conserve CEO’s time by reading, researching, and routing correspondence, signature requests, and other clerical needs
Support the COO with administrative duties and special projects
Assist External Affairs Manager with public policy research and tracking (monitoring and updating database)
Support External Affairs Manager with strategic communications work (website, social media, etc.)
In accordance with our "team" philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description
Believe in and act in accordance with both the Agency’s and the programs’ mission / vision statements, adopted theoretical frameworks, and philosophy

QUALIFICATIONS & EDUCATION :

Bachelor’s degree preferred

3+ years of stable administrative experience preferred; at least 2 years’ executive assistant or equivalent experience preferred

Ability to represent the agency in a positive, professional manner is essential; direct customer service experience a plus

Demonstrate professionalism, diplomacy and discretion when interacting with colleagues, executives, clients, funders, etc.

Must be detail-oriented and possess excellent organizational and analytical skills with the ability to multitask, prioritize, complete work accurately, meet deadlines, and follow through

Excellent verbal / written communication skills and strong interpersonal skills

Skilled at writing, analyzing, and synthesizing information, and proofreading and editing

documents

Flexible and collaborative; able to work well with minimal supervision and as a member of a team

Demonstrate proactive approach to problem-solving

Experience with nonprofit organizations (as an employee or volunteer) a plus

Bilingual in English and Spanish a plus

Strong computer skills, including Microsoft Office

Passionate about learning and possessing curiosity about issues affecting children and families

All employees, regardless of position, serve as role models for children and families who are served by our agency

Staff must believe in and act in accordance with both the Agency’s and the program’s mission / vision statements, adopted theoretical frameworks, and philosophy

Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption

Successful completion of pre-employment physical, PPD / TB test / risk assessment, proof of immunizations for pertussis (Tdap), measles (MMR) and influenza (can decline)

Class “C” driver’s license, proof of insurance, a safety record acceptable to CAA, and reliable transportation required

We seek to hire qualified staff who reflect the rich diversity of the communities we serve and can advance our mission. We define diversity in broad terms to include race, ethnicity, nationality, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status, lived experience that relates to our mission and the communities we serve, etc. This is a priority for every one of our hires, inclusive of management and senior management level role

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Executive Administrative Assistant • Culver City, CA, US