Aug 15, 2019

Executive Assistant - Los Angeles Nonprofit

  • A Place Called Home
  • Los Angeles, CA, USA
Administration / Clerical Education (K-12) Performing Arts Youth services

Job Description

The Executive Director’s Assistant (EDA) provides administrative support to the Executive Director (ED), and also works alongside the development department team to provide support for fundraising activities and communications.

 

HOW TO APPLY

All applicants must apply by submitting a pdf cover letter and resume to apchemployment@apch.org and use “Executive Assistant” in the subject line.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Manage ED’s daily calendar, including providing pertinent notes and bios, and provide him with weekly and as needed briefs
  • Schedule meetings and arrange logistics, securing privacy if necessary for ED meetings with Board of Directors, Donors, and Staff, and other guests
  • Serve as frontline service representative for VIP’s and all guests of the ED by providing hospitality, parting gifts (APCH swag), professional and courteous support, directing requests to appropriate staff individual(s)
  • Coordinate travel arrangements for ED as requested
  • Serve as a representative of the ED at all times (includes modeling adherence to APCH philosophy, team support, and policies)
  • Prepare materials and generate or edit correspondence, communications, and other documents to support ED in planning, convening, leading, attending and presenting at meetings of all kinds
  • Attend and record meeting content – generate minutes and task lists
  • Travel to and from off-site meetings and special events
  • Secure and prepare meeting venues as needed
  • Daily data entry to maintain and update ED contacts, correspondence and meeting notes
  • Ability to shift priorities and respond to changes in requirements, opportunities and deadlines
  • Manage Google docs and forms for ED and department, as needed
  • Organize, prioritize and maintain ED files
  • Operate office equipment (i.e. making copies, sending faxes, etc.)
  • Manage booking of The Bridge Conference room
  • Receive ED’s incoming calls and correspondence in a professional and courteous manner directing requests to the appropriate individual(s) and/or providing the support that they are requesting
  • Support for ED’s outgoing correspondence
  • Manage outgoing communications, including ED mail and development campaigns (stuffing, sealing, postage, and placing in outgoing box)
  • Maintain cleanliness and organization of development office, ensuring a professional and welcoming environment for guests and staff in collaboration with Development staff
  • Order and manage inventory of general supplies for development department, and kitchenette
  • Provide support for development efforts, events, staff and contractors as directed
  • 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

  • Special Projects include planning Board and Staff Retreats, prepping for annual events and convening collegial gatherings
  • Support agency Communications Manager as needed, including co-managing collateral for newsletter, website, eblasts (monthly), social media, and special initiatives
  • Take photos and co-manage media archives, as assigned
  • Perform other tasks as assigned

QUALIFICATIONS:

To perform this important 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 high energy, collaborative environment with open communications. A Place Called Home is a learning organization and there is an expectation of continual growth and learning as a community. All employees are expected to 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 appropriate individuals 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.

 

Education/Training/Experience

B.A. Degree in Business Administration, Non-profit Management or similar field preferred

Minimum of three years’ experience in administrative capacity

Minimum of three years supporting a senior executive

 

Additional Information

Must work well with diverse populations of colleagues and clients

(E-mail submissions only/No phone inquiries)

Responses will be sent only to individuals meeting the outlined requirements of the position.

 

A Place Called Home provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including but not limited to pregnancy), gender expression, gender identity or sexual orientation, military and veteran status, medical condition, ancestry, marital status, citizenship national origin, age, physical and/or mental disability or genetics. In addition to federal law requirements, A Place Called Home complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

 

Please let us know if you are an APCH Alumnus

Background screening required

 

BENEFITS

  • Health, Dental and Vision with APCH covering 70% of the costs for most plans, an Employee Assistance Program (EAP), AD&D and Life insurance of $25,000, 401K plan with up to a 4% Employer match after one year of service, 10+ days of Vacation, 11 Sick Days, 13 paid Holidays, and paid Winter Break starting on December 24th and ending on the first weekday following January 1st.
  • Tickets to Events: NBA/WNBA basketball, MLB baseball, NHL hockey, and NFL football games, concerts, plays, snowboarding, bowling, fund raisers, and etc.
  • JEP-Job Exchange Program.
  • Professional Development training and Financial assistance.
  • Public Service Loan Forgiveness (PSLF) Program.
  • Fun Community/Holiday Events.
  • Free staff lunch about 95% of the time.
  • Free CPR/First Aid certification.

How To Apply

All applicants must apply by submitting a pdf cover letter and resume to apchemployment@apch.org and use “Executive Assistant” in the subject line.

Title / Level of Responsibility

Manager, Officer

Apply Now