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Executive Assistant to COO and CPO
First 5 LA | Los Angeles CA 90012 USA | Full Time | Posted: 12/10/2012
Executive Assistant to COO and CPO
Division: Executive & Programs
Reports To: Chief Operating Officer and Chief Program Officer
FLSA Status: Non-Exempt
Effective Date: December 2012
The Executive Assistant provides high-level administrative assistance to the Chief Operating Officer and the Chief of Programs. Performs complex confidential duties and related special projects using a high level of discretion, interpretation and personal judgment. The position requires maintenance and coordination of a high volume of sensitive and confidential materials. Works closely with the departments to support a strong relationship as a liaison between staff, management and external partners.
Essential Duties and Responsibilities
Provides major administrative support, responsibility and initiative to prepare materials for meetings, including but not limited to reports, budgets, statistics, PowerPoint presentations, etc., assuring the highest quality standards.
Answers and screens phone calls for the Chiefs; routes calls to the appropriate person in the organization as needed.
Drafts correspondence, memos, agendas and reports.
Acts as the recording secretary and prepares action minutes as directed.
Monitors deadlines on projects or meetings and follows through on unresolved issues and/or pending requests.
Arranges meetings and conference calls.
Organizes and maintains the Chiefs’ filing systems; including inputting and maintaining relevant database records in an Enterprise Content Management system.
Monitors division budgets, processes purchase requisitions, manages petty cash receipts and orders office supplies.
Responds to a wide variety of questions and issues and takes the initiative to refer questions and requests to the most appropriate department or director.
Coordinates a wide variety of projects and follows through with high-level officials and senior management staff.
Monitors attendance and electronic time management reports as directed.
Maintains procedures manual to ensure consistent performance of routines.
Efficiently manages and organizes the Chiefs’ calendar and appointments; works closely with the Chiefs to prioritize appointments and meetings.
Arranges business travel and related logistics for the Chiefs as needed. Completes expense reports after business travel.
Schedules meetings for other members of the senior management team as needed.
Serves as a liaison between the Chiefs and the departments in the Programs and Administrative divisions within the organization.
Regularly updates the Chiefs on upcoming activities and events and communicates progress on tasks.
Other duties may be assigned. The duties listed here are typical examples of the work performed; not all duties assigned are included, nor is it expected that all similar positions will be assigned every duty.
This position has no supervisory responsibilities.
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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Bachelor’s Degree (B.A.) or equivalent from an accredited four-year college or university.
A minimum of 5-7 years of experience as an executive assistant, supporting an executive at the C-level in a public entity, a foundation, or an academic institution.
Ability to read, analyze, and interpret common professional journals, financial reports, and legal documents. Ability to write letters, reports and memos that conform to prescribed style and format. Excellent writing, proofreading and editing skills.
Knowledge of basic math and accounting for budget management.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only a limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and Internet Explorer or other widely used and supported Internet browsers. Proficiency in working with Enterprise Content Management programs and GIFTS (grant/contract management software).
Certificates, Licenses and Registrations
This position does not require travel.
Knowledge & Other Abilities
Strong interpersonal and relation-ship building skills, with the ability to manage up, down and across all levels of the organization and with public officials.
Politically astute and tactful; attentive to the perspectives and competing interests of various internal and external stakeholders.
Ability to participate in a team, manage multiple and often simultaneous tasks, and to create a work environment that is recognized for a high level of ethical integrity, organization, timeliness, costeffectiveness, accuracy, and results.
Adaptable and reliable in the face of conflict, crisis, or changing priorities.
Ability to effectively manage overlapping projects and deadlines.
Impeccable integrity, positive attitude, mission-driven and self-directed with a demonstrated passion for First 5 LA’s mission and commitment to working collaboratively with a management team of senior professionals.
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 to finger, handle or feel 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.
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.
The noise level in the work environment is usually moderate.
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|Location||Los Angeles, CA, 90012, United States|
|Annual Salary||$21.63 - $31.25/Hourly|
|Categories||Children's Services, Human Services|
|Experience Years||5 yrs|
|How to apply||Applications are no longer accepted for this job posting.|
|Job Code||Executive Assistant|