Senior Administrative Assistant

LHH is seeking a direct hire Senior Administrative Assistant to sit on client site in Ventura, CA 5 days a week. This role will be supporting the CEO and HR Manager as well as the board of directors (total of 6 people)

Pay is up to $31.25 / hour depending on experience.

Adobe and Microsoft Office experience required.

Candidates must have a strong ability to mulittask as well as strong attention to detail.

Serves as administrative support to executive management staff, including in complex and / or confidential matters, directly reporting to the CEO.

Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects.

Assists the CEO with a broad variety of daily administrative duties and tasks.

Provides confidential administrative and project support for the Executive Officer, and Board of Directors; acts as a liaison between the Executive Department, other staff, outside agencies, and the public, coordinating resolutions when appropriate.

• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the Executive Officer and Board of Directors;
• inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections;

redacts confidential information as needed.

Organizes and carries out administrative assignments; research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area;

checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.

Makes all travel arrangements, including transportation, and lodging, conference / training registrations for Executive staff and Board members and prepares and submits travel reimbursements requests as needed.

Screens calls, visitors, and incoming mail and emails; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and / or staff;

responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.

Manages an active calendar of appointments for the Executive Officer; coordinates logistics for meetings both internally and externally, ensures the Executive Officer stays on schedule, compiles documents for such meetings including relevant meeting information, and manages appropriate follow-up.

Communicates with internal and external customers on the Executive Officer's behalf.

Assists the Executive Officer with emails, voicemail and regular mail to provide requested information or coordinates communication with appropriate staff person to respond.

Ensures that important correspondence is seen and responded to, using independent judgment. Alerts Executive Officer of time sensitive requests and maintains a tracking system to ensure timely and professional follow-up.

Supports the Executive Officer in his / her external commitments related to boards, committees and other groups.

Coordinate quarterly staff meetings, management team meetings and other ad hoc meetings, as required.

Assists in event planning, including staff events.

Assist in preparation of Annual Report. (i.e., writing, editing, copying, filing, mailing, e-mailing)

Provide support to the front desk to include distribution of incoming mail, phone calls, walk-ins, etc

Performs other duties as assigned

Board Support

Serve as Point of Contact to the Board of Directors, taking minutes during Board Meetings, and streamlining communications.

• Provides support to the Board of Directors by managing board relations; compiling, preparing, organizing and processing Board meeting agenda packets;
• preparing various documents including resolutions, reports, memoranda, meeting notices and other related meeting documents;

and providing travel arrangements for the Commissioners. Provides similar clerical support for affiliate non-profits.

• Provides administrative support for a variety of Board meetings, including affiliate entity board meetings and management meetings;
• schedules meetings, prepares agendas, assembles and distributes packets, attends meetings, takes and transcribes meeting minutes, and records official action taken at Board meetings;
• maintains official meeting records, such as resolutions, contracts, and other official files and documents; ensures that records with the State or other governing agencies are kept up-to-date;

follows-up on outstanding action items from each Board meeting where necessary.