First 5 LA,

EA to ED & Admin Coordinator

Posted
19 days ago
Employment type
Full-Time
Location
Los Angeles

First 5 LA is looking for an Executive Assistant to the Executive Director who will also serve as the Administrative Coordinator to the Chief of Staff. Priorities for this role include heavy scheduling, convening and coordinating other administrative coordinators across the organization, and developing/improving administrative processes to help the Executive Director’s Office (EDO) function effectively. The Executive Assistant to the Executive Director/Administrative Coordinator represents the Executive Director and the EDO. Therefore, to be considered for the role, candidates should have a variety of characteristics and experience to fulfill the duties and responsibilities outlined in the job description. In particular, we are looking to hire someone who:

  • Has experience working for senior leaders
  • Has great attention to detail and accuracy
  • Is an excellent team player with strong interpersonal and collaboration skills, treats people respectfully and fairly, maintains confidentiality
  • Maintains a high degree of professionalism and diplomacy in dealing with diverse groups of people including Board members, senior leaders, staff, external partners, and community members
  • Can manage complex responsibilities, respond rapidly to changes, and be proactive in meeting the needs of the Executive Director and Chief of Staff
  • Has strong organizational skills and the ability to multi-task, prioritize and complete tasks efficiently and effectively
  • Is self-aware, humble, empathetic, accepts accountability for mistakes, and committed to learning and continuous improvement

JOB SUMMARY

The Executive Assistant (EA) and Administrative Coordinator facilitates the efficient operations of the Executive Director’s Office by performing a variety of day-to-day administrative functions in a highly organized manner and with great attention to detail. This individual serves two related but distinct roles within the Executive Director’s Office.

As the EA to the Executive Director, this individual is responsible for providing high-level administrative support that facilitates the Executive Director’s ability to effectively lead the organization. The EA also works in collaboration with the Executive Assistant to the Executive Vice President to convene administrative support staff across the organization to coordinate workflows, improve cross-functional communication, and share best practices that promote operational excellence within and across teams.

As the Administrative Coordinator, this individual provides administrative support to the Chief of Staff and coordinates business process workflows for the Executive Director’s Office.

The successful candidate will have extensive experience as an Executive Assistant, providing high quality administrative support and business process workflow coordination for one or more teams. The individual in this position will be involved with a large range of contacts ranging from entry level to extremely high level and may be exposed to sensitive information requiring discretion, good judgement, and confidentiality. The individual will possess high level of emotional intelligence to cultivate and maintain trusting relationships with both internal and external stakeholders and partners.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Executive Assistant to the Executive Director and Administrative Coordinator is expected to exemplify the adopted organizational values of collaboration, integrity, learning, and diversity, equity, and inclusion (DEI) in the execution of their key areas of responsibility:

Key Areas of Responsibility

  • Executive Director's Office Scheduling and Meeting Support
  • Commission/Committee Meeting Support
  • Business Process Coordination
  • Operations and Budget Management

Essential Duties:
Executive Director’s Scheduling and Meeting Support

  • Manages the Executive Director (ED) and Chief of Staff (Chief) calendars, limits distractions, and balances meeting requests with desk time to ensure sufficient time for prioritized work and breaks; keeps ED/Chief informed of upcoming commitments and responsibilities, including scheduling changes; ensures ED/Chief is running on time for scheduled commitments and responsibilities
  • Schedules, arranges, and confirms meetings and conference calls with internal and external stakeholders, including Board members, senior leaders, staff, community members, and First 5 California, and First 5 LA colleagues; shares required information in a timely manner, shares agendas and supporting materials and orders catering, as needed; ensure coordination with organization-wide scheduling to reduce overlapping meetings
  • Assists the ED/Chief in developing a regular cadence of meetings for the
  • Executive Director’s Office (EDO), supports agenda development, and material preparation; takes and distributes team meeting notes; follows up on deadline-driven tasks, issues, and action items
  • Supports ED/Chief with staff timecard exceptions by establishing and calendaring internal deadlines and assists the ED/Chief in capturing exceptions
  • Receives and screens incoming calls to ED/Chief, provides information to callers, takes messages, or transfers calls to other staff as appropriate; understands the work of the EDO and responds, at a high level, to internal and external inquiries about the work
  • Reviews, proofreads, and edits a variety of documents and corrects for spelling and grammar; ensures that the organization’s format policies and recommended revisions are followed
  • Maintains supplies inventory by checking stock to determine inventory level, anticipates needed supplies, places orders for supplies; collects supply orders from staff and obtains ED/Chief approval to order and coordinate delivery
  • Makes copies of correspondence or other printed materials; supports EDO with photocopying support
  • Coordinates travel for ED/Chief, including but not limited to conference registration, travel authorization, per diem requests, and lodging arrangements; provides technical assistance on travel-related processes to other team members as needed
  • Manages vacation and holiday calendars for team(s) and helps coordinates team celebrations

Commission/Committee Meeting Support

  • Provides support to Board Relations staff in the preparation of Board materials for the Executive Director and Executive Vice President that reflect final posting of Commission/Committee meeting related documents; assists in maintaining appropriate files, electronic and hard copy of all Board-related documents
  • Provides support to ensure timely posting of hard copy agendas in compliance with the Brown Act and agency bylaws; reposts agendas to most up to date version as needed
  • Provides support to the Board Relations staff during Commission meetings, including but not limited to, meeting set-up and clean up, tracking and managing public comments
  • As needed, prepares hard copies of Commission/Committee agendas for the Leadership Team’s weekly review

Business Process Coordination

  • Maintains up-to-date knowledge on organization-wide business processes; orients new staff and provides technical assistance to team members as needed; assists the Senior Strategist – Operational Excellence in identifying ways to improve internal business processes, policies, and tools in the normal course of doing work
  • Works in collaboration with the Executive Assistant to the Executive Vice President to convene administrative support staff across the organization (i.e., Administrative Coordinators, Board Relations Associate, Program Associates, Payroll and Accounts Payable Specialist and Payroll and Accounts Payable Coordinator) to coordinate workflows, improve cross-functional communication, and share best practices that promote operational excellence within and across teams
  • Creates, runs, formats, and provides reports from relevant sources, e.g., GIFTS, FE NXT, Excel, and databases, as needed, to support the ED/Chief and team(s) to track various operational aspects of the work for ongoing planning
  • Organizes and maintains SharePoint, Teams, and other relevant enterprise content management systems; assists with maintaining up-to-date content on the team(s) SharePoint/Teams sites; sets up and manages paper file systems as needed
  • Monitors credit card utilization and related inquiries from the Finance Team; validates credit card expenditures and provides supporting documentation; elevates expenditures that cannot be verified to the ED/Chief and Finance for immediate resolution
  • Completes and ensures timely processing of purchase requisitions, expenses, reimbursements, and stipends for ED/Chief; ensures that documents presented to ED/Chief are accurate, complete, and ready for signature; follows-up with appropriate staff for any outstanding document requirement
  • Works with the Board Chair’s Office to obtain appropriate approval of all Executive Director reimbursements and expenses
  • Organizes list of topics for Commission agendas and ED reports from team(s); ensures timely submissions and edits of agenda and ED reports; supports and coordinates with Executive Assistants, other Administrative Coordinators, and Board Relations Manager, as needed
  • Supports Organization Engagement Manager with management of the Organization-Wide Workflow Calendar, including but not limited to, engaging with Administrative Coordinators and other staff to collect relevant events/deadlines to be added to the calendar.

Operations and Budget Management

  • Serves as the EDO point person for administrative and business processes
  • Tracks team(s) operating budget; validates expenditures to ensure alignment with operating budget, and makes recommendations for annual budget and mid-year adjustments based on historical expenditures
  • Manages EDO contracts; validates expenditures to ensure alignment with operating budget, completes and ensures timely processing of purchase requisitions for payment to external vendors
  • Contributes to the preparation of the budget and long-term financial plan for the team and assists the director or chief in the management of resources in accordance with First 5 LA policies and procedures
  • Represents First 5 LA on relevant external committees, work groups, and at conferences/meetings
  • Actively seeks to build own professional skills and competencies to fulfill essential duties and responsibilities and improve performance
  • Adheres to all First 5 LA policies and procedures, ensures behaviors align accordingly, and contributes to learning that supports improvements
  • Keeps apprised of all laws, regulations, statutes, rules, and policies affecting First 5 LA and ensures compliance
  • 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

Job Specific Competencies

Administrative Coordinator: Excellent attention to detail, accuracy, and completeness; ability to maintain complete confidentiality; ability to be self-directed, handle multiple tasks and priorities, and solve problems creatively; strong interpersonal, written, and verbal communication skills; ability to create, compose, and edit written materials; proficiency with office technology and equipment including printers, scanners, copiers, and computers; strong task and time management skills; basic math abilities and understanding of basic financial concepts; records maintenance skills; database management skills; data entry skills; high degree of professionalism and diplomacy in dealing with diverse groups of people including Board members, senior leaders, staff, community members, and First 5 California, and First 5 LA colleagues

Adaptive Leadership: Is flexible and accepts change as part of the organization’s evolution; embraces complexity and uncertainty and is nimble enough to shift direction as needed; open to feedback and welcomes a variety of viewpoints; encourages creativity and innovation aligned with the organization’s strategic priorities; able to communicate persuasively, both orally and in writing, in varied settings and different audiences

Strategic Management: Able to manage projects of various sizes, complexity, resources, levels of risk, and timelines in a highly organized manner and with attention to detail; able to navigate internal and external constraints and address workload issues within and across teams; demonstrates effective administrative planning and prudent management of resources

Emotional Intelligence: Demonstrates self-awareness, humility, empathy, and personal accountability; has a temperament that inspires trust, collaboration, and partnership between individuals, teams, and levels of leadership; ability to navigate divergence, find common ground among team members, and resolve conflict diplomatically

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: Ability to identify appropriate and relevant stakeholders; identifies internal and external stakeholders needs (customers); is responsive to stakeholder needs, considers impact when making recommendations

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; ability to establish and maintain effective working relationships with co-workers, public officials and the general public

Communicates Effectively: Communicates effectively both written and oral; strong presentation skills; demonstrates ability to develop and deliver relevant and appropriate communications; delivers messages in a direct manner; 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 analyze complex problems and information; identifies relative strengths and weaknesses of options, solutions or approaches

Demonstrates Strategic Thinking: Identifies key issues and relationships relevant to achieving long range goals or vision; develops alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to develop a point of view on a course of action to accomplish goals; develops priorities with the right balance of short and long-term wins

Demonstrates Contribution to Diversity, Equity and Inclusion: Supports equal and active participation and mutual respect; supports participation of people and groups with diverse identities, races, ethnicities, abilities, characteristics, cultures, socio-economic statuses, opinions, and beliefs; continuously challenges assumptions, and is mindful of unconscious bias, and leverages differences; understands historical and current context and root causes of inequities within society, systems and institutions; actively involves and reflects with the community First 5 LA serves.

Experience:

  • 5+ years of experience in executive-level administrative support
  • Significant experience working in collaboration with colleagues and external partners with diverse racial and ethnic backgrounds, political and religious views, cultural backgrounds, lifestyles, and sexual orientation with demonstrated experience of treating everyone with respect and dignity

Education:

  • Associate degree or equivalent from an accredited two-year college or technical school in the field of business administration or a related academic field preferred

Computer Skills:

  • Advanced proficiency in Adobe Acrobat Pro and MS Office Suite (Word, Excel, PowerPoint, Outlook, OneNote, Publisher)
  • Advanced ability to use virtual engagement formats (e.g., Microsoft Teams, Zoom, Sli-do, etc.)
  • Ability to use widely supported internet browsers
  • Proficiency in MS SharePoint is 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

Vaccination Requirements:

  • First 5 LA requires that all covered employees provide proof that they have been fully vaccinated against COVID-19

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.

To apply

Apply for this position here: https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=100d08e7-bbce-45f4-b28f-7047b8611dce&ccId=19000101_000001&jobId=398006&source=CC2&lang=en_US