Executive Assistant

Los Angeles, CA
A Place Called Home

A Place Called Home Seeks Seasoned Executive Assistant for Dynamic Executive Director

Reports to: Executive Director

FLSA Status: Exempt - Hours: Full-Time                    

Salary:   $38,000 - $40,000 (annual salary) DOE

 

A Place Called Home is a dynamic, growing non-profit youth and community center in South Central Los Angeles. APCH provides educational programs, counseling, mentoring, music, dance and art, and fitness, college scholarships, urban agriculture and vocational training.  As youth participate in our programs, they discover interests and talents and develop a better sense of themselves and their place in the world. Our goal is to increase the likelihood that youth will stay in school, pursue higher education, attain viable jobs, and become active community members making positive change in the world.  (www.apch.org)

SUMMARY

The Executive Assistant provides full-spectrum support to the Executive Director on a one-on-one basis through assignments such as calendaring, planning meetings, answering phones, data entry, assisting with coordination of events and communications, etc. The Executive Assistant fulfills an important role in assisting the Executive Director with a variety of outreach, program, board and organizational activities, including: scheduling, tracking and documenting meetings and initiatives, assisting with board development, fundraising, public relations, community outreach, special events, and generating correspondence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Under the direction of Executive Director (ED), provides administrative support to complete the following duties:

Executive Support

  • Manages ED’s extremely active calendar by planning and scheduling meetings, conferences, teleconferences, and travel; sends out meeting reminders and provides ED with a daily brief of the agenda;
  • Maintains Pending Meeting spreadsheet with up-to-date status of various meeting requests. Works closely and effectively with the ED to keep him informed of upcoming commitments and responsibilities, following up appropriately;
  • Prepares materials, coordinates logistics and generates or edits correspondence, communications, and other documents to support ED in planning, convening, leading, attending and presenting at various meetings including APCH fundraising events, community partnerships, capital campaign, etc;
  • Attends and records meeting content – generate minutes and task lists as required;
  • Communicates directly and on behalf of the ED with Board Members, donors, APCH staff, stakeholders, partners, dignitaries, and others;
  • Serves as a liaison to the Board of Directors and Leadership Circle (senior staff); organizes and coordinates executive outreach and external relations efforts;
  • Receives ED’s incoming calls and correspondence in a professional and courteous manner, directing requests to the appropriate individual(s) and/or providing support and follow up;
  • Serves as frontline service representative for guests of the ED by providing professional and courteous support, directing requests to the appropriate individual(s) and greeting guests at the front, ensuring their needs are met;
  • Provides a bridge for smooth communication between the ED’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with staff;
  • Provides administrative support for ED’s outgoing correspondence, fax communications, packaging, mailing and reports as needed;
  • Reconciles Executive Directors Expense Statements with Accounting Department on a monthly basis;
  • Coordinates the production of, and maintains inventory of collateral materials for the ED;
  • Inputs all ED’s contacts through Salesforce (APCH’s donor management system);
  • Organizes, prioritizes and maintains ED files;
  • Prioritizes conflicting needs; to respond to change in business requirements, opportunities and/or deadlines;
  • Serve as a representative of the ED at all times; includes modeling adherence to APCH philosophy, team support, and policies);
  • Other duties as assigned.

Board of Director Liaison

  • Coordinates scheduling of Quarterly Board Meetings, Annual Board Retreat, Board Committee Meetings and Conference Calls;
  • Coordinates Annual Board Orientation Meetings and updates Board Orientation folder documentation;
  • Collates Board Meeting & Committee documentation in advance for distribution before meetings;
  • Organizes logistics of Annual Board Retreat, including booking venue, coordinating accommodation, liaising directly with Board of Directors and vendors;
  • Maintains Board of Directors records and filing system;
  • Maintains Board of Directors Contact and Committee Lists;
  • Maintains Leadership Council Contact List;
  • Maintains internal filing of Board of Directors corporate records.

Communications

Under the direction of the Communications & Events Manager:

  • Manages daily/weekly Social Media coverage (facebook, twitter, Instagram, hootsuite);
  • Manages Social Media coverage at internal events and produce Social Media Plan in advance;
  • Designs and produces Monthly General Eblast (Constant Contact) and adhoc special event eblasts (works closely with ED and other development staff in related areas);
  • Creates flyers, pamphlets as required.

Other Responsibilities

  • Special Projects include updating APCH website, coordinating production of annual Newsletter and Annual Report, prepping for annual events and convening collegial gatherings;
  • Maintains APCH’s extensive photo archive and take pictures at internal events;
  • Coordinates camera usage within departments, especially over summer programs, to maintain historic photo archive;
  • Maintains key marketing picture collateral;
  • Provides support for Development Dept. efforts, events, staff and contractors as directed;
  • Screens, trains, and supervises department interns or volunteers when applicable;
  • Regular attendance and accountability and punctuality with regard to work meetings and commitments;
  • Maintains cleanliness and organization of Development Office, ensuring a professional and welcoming environment for guests and staff in collaboration with Development staff;
  • Perform other tasks as assigned.

Qualifications

To perform this job successfully, the Executive Assistant must be able to fulfill all of the elements of the Job Description to the highest standard, and be able to work well with colleagues in a fast paced, high energy, collaborative environment with open communications. The ideal candidate will have a strong work ethic, be dedicated to excellence, and be able to hit the ground running. The Executive Assistant requires strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. He/she will possess very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. The ideal candidate will embrace the APCH culture of a Learning Organization and strive to constantly improve upon systems and services for the benefit of the agency; and will take ownership of the responsibilities under their purview. He/She must be able to remain calm and in good humor under pressure and be committed to his/her ongoing personal and professional development. Your role at APCH is important and so is your input. All employees are expected to maintain a positive attitude and contribute to ongoing growth and improvement in their departments via excellent job performance. Additionally, you are expected to speak up if you become aware of deficiencies and needs; and to offer solutions and make suggestions for improvements in your purview areas. Likewise, because each employee and each department is integral to the entire APCH community, we expect that as you focus on your area, you will also consider the big picture and the overall mission of the agency, and communicate with the ED if/when you become aware of problems and/or have suggestions for ways and opportunities to make APCH stronger and better. Together, we can continue to take APCH to even higher levels of excellence and service to the community.

Technical and Performance Skills

  • Strong Organizational Skills
  • Excellent Oral and Written Communication Skills
  • Model professionalism at all times
  • Detail Oriented with high level of accuracy
  • Demonstrates proactive approaches to problem-solving
  • Highly resourceful team-player, with the ability to work independently
  • Ability to adhere to strict confidentiality guidelines
  • Dedicated to excellence
  • Ability to multi-task and adapt to competing demands
  • Research and information gathering skills                                   
  • Initiative and Flexibility
  • Valid driver’s license and good driving record
  • Independent thinker who looks out for agency’s best interest    
  • Advanced knowledge of Microsoft Office (Word, Excel, Outlook)
  • Ability to speak, write and read Spanish a plus

Education/Training

  • B.A. Degree in Business Administration, Non-profit Management, or similar field preferred
  • Minimum of 3 years experience in administrative capacity
  • Minimum of 2 years supporting a senior executive

Physical and Mental Demands

  • Able to work in chaotic and high noise level environment typical of a youth center
  • Walking, standing, required on daily basis
  • Frequent sitting (computer based tasks)
  • Continual use of vision and focus for computer usage
  • Use of hands for clerical functions
  • Lift up to 20 pounds regularly
  • Some travel (local deliveries, meetings, etc.)
  • Speech and hearing within normal ranges; speech clarity sufficient for standard face to face and telephone communications

 

EEO

Background screening required/Skills evaluation in Excel and Written Communications

To apply, please send your resume and cover letter, to apchemployment@apch.org by February 1, 2016

E-mail submission only/No phone inquiries. Responses will be sent only individuals meeting the outlined requirements of the position.

 

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