Aug 29, 2019

Executive Assistant - Los Angeles Nonprofit

  • National Foster Youth Institute
  • Los Angeles, CA, USA
Administration / Clerical Child and Family Welfare Agency Youth services

Job Description

The Executive Assistant is based in Los Angeles and supports the Executive Director in growing and advancing NFYI in all areas, by managing operations for a small staff working in LA and DC, including assistance with managing the operating budget and finances; overseeing HR, office management and technology; providing logistical support as needed for NFYI’s 4 programs nationwide as well as scheduling meetings and travel. In addition, the Executive Assistant should have a strong interest in fundraising and nonprofit management. The individual in this position must be able to take direction but also be able to work independently and be self-directed. They must be a problem solver and able to work with youth constituents, all staff, contractors, partners, and policy makers. The position works in both a supportive role and independently in all of the areas mentioned above, supporting the ED and other senior staff as needed. Must be a people person and have excellent communications skills in both writing and speaking. Individuals with lived experience in foster care are encouraged to apply. This position reports to the Executive Director.

Duties and Responsibilities:

Finance (20%)

• Work with the executive director to manage and maintain major funding contracts, reporting financial information to grantmaking agencies.

• Manage payroll processes including timesheet creation, distribution, tracking, data entry into master payroll spreadsheet and Quickbooks, input into online payroll system (ADP), adherence to payroll deadlines, and oversight of payroll expenditures including payroll fees and employer taxes.

• Perform bookkeeping and accounting for the organization, assisting NFYI’s Financial Consultant, including inputting income and expenses into Quickbooks.

• Assist in monitoring income and expenses on an ongoing basis using board approved organizational budget.

• Work with finance consultant and/or Executive Director to support the completion of annual financial audits, tax returns, insurance renewals, and contract compliance inspections from both private and governmental entities.

HR Management (20%)

• Maintain accurate Human Resources records for organization, including employee recruitment, interview scheduling, offer letters, onboarding paperwork, new hire orientations, and the scheduling and implementation employee performance reviews.

• Ensure all HR policies, procedures and training programs are consistently administered, aligned with organizational goals and are in compliance with professional and federal regulatory standards.

• Assist senior staff with updating and maintaining current job descriptions, as well as internal policies and procedures.

• Serve as contact person for issues or complaints from any staff, volunteers, interns, or contractors.

• Coordinate and implement weekly staff meetings, staff development trainings, and employee

appreciation events and excursions. Record notes at weekly staff meetings and other trainings as needed.

Operations (30%)

• Work with executive director as a thought partner and lead strategic research in office

management, organizational growth and technological and resources needs.

• Liaise with building landlord and supervisor to address any issues surrounding the building, as well as facilitate communication of lease negotiations.

• Manage all office processes and equipment and technology. Schedule maintenance and repairs when needed, troubleshoot basic technical issues with computers, phones, and internet. Liaise with IT consultant and other vendors.

• Assist the Executive Director in working with the board of directors, preparing board materials for quarterly board meetings. Record board meeting minutes adhering to organizational bylaws and procedures.

• Oversee incoming/outgoing mail, and manage inventory of postage, building keys, and other office supplies.

• Develop and maintain all internal procedures, policies, and structures required to create an efficient and effective working environment.

• Correspond with vendors, volunteers and contractors, assisting Directors as needed.

• Manage user accounts and permissions for all organizational databases.

• Assist with placing catering orders for staff trainings, board meetings, and employee events.

• Oversee inventory and purchasing of office, kitchen, and program supplies.

• Maintain tidiness of kitchen, conference room and office spaces as necessary.

• Other duties as assigned.

Development (30%)

• Support the executive director in organizational advancement, such as networking with funders,donor prospect research, cultivation and stewardship, and developing grant proposals.

• Conduct prospect research to identify foundation, corporate and individual funders interested in supporting the work of NFYI.

• Assist the executive director with writing grant requests and reports to private foundations.

• Track all fundraising activities.

 

Benefits

Health, Vision and Dental insurance

 

How To Apply

Resume and cover letter required

Title / Level of Responsibility

Executive Director / CEO, Manager, Officer

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