Executive Assistant to the CEO
- Posted
- 5 days ago
- Employment type
- Full time
- Location
- Los Angeles
- Closing date
About this organization
A Place Called Home is a dynamic, non-profit youth and community center in South Central Los Angeles. APCH provides educational programs, counseling, mentoring, music, dance and art classes, fitness and health and wellness opportunities. As youth participate in our programs, they discover interests and talents and develop a better sense of themselves and their place in the world around them. Our goal is to increase the likelihood that youth will stay in school, pursue higher education, attain viable jobs, and become active community members capable of making positive change in the world in which they live.
About this job
The Executive Assistant to the CEO (EA) provides administrative support to the APCH Chief Executive Officer (CEO), and also works to support the Chief Development Officer (CDO) and the Development Department team to provide support for fundraising activities, donor stewardship and community relations. The Executive Assistant will provide executive administrative support and will be responsible for confidential, detail-oriented, and time-sensitive materials and tasks. They will also act as the administrative liaison between the Board Administrative Consultant and the CEO.
Roles & responsibilities
Essential Duties & Responsibilities:
Communication & Scheduling
Serve as the primary point of contact and representative of the CEO at all times (includes modeling adherence to APCH philosophy, team support, and policies)
Manage CEOs daily calendar, including supporting meeting preparation by providing pertinent notes and bios, and provide CEO with weekly and as-needed briefs
Provide support for CDO with scheduling, administrative projects and donor meeting preparation and stewardship efforts.
Download intelligence from CEO and transcribe to multiple repositories and/or share as directed
Prepare materials and generate or edit correspondence, communications, and other documents to support the CEO in planning, convening, leading, attending and presenting at meetings, interviews, public speaking engagements, etc.
Receive the CEOs incoming calls and correspondence in a professional and courteous manner directing requests to the appropriate individual(s) and/or providing the support requested
Provide support for the CEOs outgoing correspondence, generating first drafts at times
Assist the CEO in preparing all necessary materials (agenda, executive report, departmental report, communicating with the board admin consultant) for quarterly board meetings, ad hoc committee meetings, and annual board retreats
Serve as initial point of contact for requests and inquiries from the Board of Directors
Work closely with the CEO, CDO and Development Directors to address board needs in a timely manner
Coordinate, attend and provide administrative support for board and committee meetings; generate minutes and task lists in alignment with the Board Administrative Consultant
Update and maintain board files and online shared files via Boardable.com, in alignment with the Board Administrative Consultant
Maintain the highest standards of care, professionalism and confidentiality
Schedule internal and external meetings and arrange logistics, securing privacy if necessary for the CEOs meetings with the Board of Directors, Organizational Leadership Group. Donors, Staff, and other guests
Schedule meetings for the Organizational Leadership Group, Executive Management Team, Board Executive Committee \
Review and respond to emails on behalf of the CEO in a timely manner
Act as an accountability partner with CEO, development team and Board liaison. Monitor and manage pending projects and follow up to ensure execution.
Administration & Development Support
Manage Google docs and forms for the CEO and development department, as needed
Organize, prioritize and maintain CEO files
Conducting research and data analysis as assigned
Maintain weekly agendas for the following:
Organizational Leadership Group
CEO + EA 1:1s
Assist with in-person & virtual event planning and execution; secure and prepare meeting venues as needed
Provide support for major fundraising events
Assist with the planning of Staff Retreats, Development Department Retreats. Create and/or update policies and procedures for department record-keeping and tracking
Responsible for purchasing & managing inventory of general supplies and materials needed for the development department and kitchenette area
Submit receipts and invoices to the Accounting team, via Procurement Express platform, for processing
Responsible for daily data entry to maintain and update the CEO contacts, correspondence and meeting notes as well as data entry in Salesforce and departmental repositories
Prepare and mail donor letters and cards on behalf of the CEO
Coordinate travel arrangements for CEO as-needed
Travel to and from off-site meetings and special events
Operate office equipment (i.e. making copies, sending faxes, etc.)
Manage inventory and restock APCH printed materials, letterhead, note cards, business cards and promotional items used for employee and donor gifts.
Prep meeting rooms for visitor meetings
Book meeting spaces internally and externally
Manage outgoing communications, including CEO mail and development campaigns (stuffing, sealing, postage, and placing in outgoing box)
Screen, train, and supervise department interns or volunteers when applicable
Maintain and submit all paperwork in a timely manner (monthly reports, agendas, expense reports, etc.)
Other Responsibilities
Assist with special projects
Serve as frontline service representative for VIPs and all guests of the CEO by providing hospitality, parting gifts (APCH swag), professional and courteous support, directing requests to appropriate staff
In collaboration with Development staff, maintain orderliness in development suite, ensuring a professional and welcoming environment for guests and staff cross-departmental assistance as needed
Adhere to the highest ethical and professional standards and values at all times
Perform other tasks as assigned
Qualifications
Qualifications
The ideal Executive Assistant to the CEO is an individual who carries high personal and professional standards and enjoys partnering with others to achieve successful outcomes. To be successful in this role the Executive Assistant will focus on achieving excellence of service and performance in the five core competencies identified by the agency: integrity & trust, adaptability, accountability, learning and development and compassion. As the Executive Assistant, the candidate will also be expected to excel in the five Development competencies of: internal & external collaboration, communication, prioritizing & planning, analytical thinking and work quality & innovation. The candidate will embrace the APCH culture of a learning organization and strive to constantly improve upon systems and services for the benefit of our employees and our constituents; and will be demonstrably committed to their own ongoing personal and professional development. Our culture encourages individuals to speak up, we respect diversity of thought, and we look to our staff to be candid with concerns and constructive suggestions. Together, we can continue to take APCH to even higher levels of excellence and service to the community.
Technical and Performance Skills
Excellent Oral and Written Communication
Professionalism
Customer Service
Time Management
Ability to multitask
Flexibility
Mission-Driven
Dedicated to excellence
Detail-Oriented
Resourceful
Innovative and Creative
Microsoft Office Skills
Ability to collaborate effectively across departments and teams
Ability to organize and prioritize multiple competing projects
Technical proficiency with Microsoft Office (Excel, Word, PowerPoint, etc.)
Bilingual (English/Spanish) Preferred
Exceptional Planning & Organizing
Keeps to schedules; arrives punctually for work and meetings
Demonstrates a commitment to the organization
Competent and proficient knowledge of the Google Suite and Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
Experience with CRM software,Salesforce knowledge preferred
Impeccable integrity and ability to maintain confidentiality; excellent judgment
Strong business acumen and an ability to multi-task successfully
Well developed project & time management skills
Self-motivated with high initiative and resourcefulness
Mature and polished professionalism and comportment with colleagues, the general public, and high profile individuals
Education & Experience
Bachelors degree from an accredited college or university a plus
At least two (2) years prior administrative support experience required, preferably at the C-level, and/or nonprofit or arts institution environment
Additional Information
Must be willing to work flexible schedule
Must work well with diverse populations of colleagues, employees, constituents and donors
Physical and Mental Demands
Able to work in high energy level environment typical of a youth center
Sitting and use of hands/vision for computer work for extended periods of time
Lift up to 25 pounds occasionally
To apply
Using the link provided, create an account on our website. Upload, resume, cover letter, and sign the application.