Children's Institute
Executive Assistant II
Children's Institute, Los Angeles, California, United States, 90079
The Executive Assistant is a high-level administrative position that works closely with and supports the CEO and the Special Assistant to the CEO. Supports all activities of the Office of the CEO and Board of Trustees, including communications, scheduling, special projects, and meetings and events. Interacts across a broad range of individuals, including members of the executive and senior leadership teams, Board of Trustees, and external stakeholders.
DUTIES
SUMMARY
The Executive Assistant is a high-level administrative position that works closely with and supports the CEO and the Special Assistant to the CEO. Supports all activities of the Office of the CEO and Board of Trustees, including communications, scheduling, special projects, and meetings and events. Interacts across a broad range of individuals, including members of the executive and senior leadership teams, Board of Trustees, and external stakeholders.
ESSENTIAL DUTIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Completes a broad variety of administrative tasks for the CEO and Special Assistant to the CEO. Coordinates management team meetings; completes expense reports and invoices; composes and prepares confidential correspondence; coordinates complex and detailed travel arrangements, itineraries and agendas; compiles documents for meetings; and facilitates follow-up. Assists with duties in connection with the Board of Trustees and its committees, including arrangement and set-up of meetings and special events; facilitation of Zoom meetings; taking clear and concise minutes; and records keeping and dissemination of relevant information to board members and staff via BoardEffect board portal management software. Maintains an extremely active calendar for the CEO with special attention to external board and committee meetings and other activities. Schedules CEO appointments and management team meetings as directed; confirms scheduled meetings and ensures appropriate parties are informed. Represents the Office of the CEO in an articulate, courteous and professional manner to internal and external stakeholders, including the Board of Trustees. Creates and edits presentations, documents and reports. Creates, maintains and updates departmental files; copies, scans, sorts, files and retrieves documents; acts as a custodian of records and other legal documents. Maintains documentation related to contracts and other documents, including logging and signature. Processes contractor agreements and invoices. Develops and maintains a working knowledge of departmental operating procedures; responds to related questions and ensures the smooth functioning of the department; participates in streamlining and documenting procedures as appropriate. Serves as first point of contact for the Office of the CEO responsible for greeting and directing visitors; and answering telephone calls in a timely, friendly manner, assisting callers as needed. Plans, organizes and coordinates meetings and training sessions; coordinates facilities/location and refreshments; secures and operates necessary media equipment, including telephone and video conferencing; distributes meeting announcements; prepares and distributes meeting materials; records meeting minutes; ensures room is vacated and tidy after event. Organizes and implements special projects relative to department needs; follows up with others to ensure the project is completed as scheduled. Assists in general operations of facilities as needed, including coordinating the maintenance, repair or replacement of office and media equipment; resolving operational issues; scheduling conference rooms and meeting spaces; parking arrangements; housekeeping; and safety and security. Researches readily available information using the internet or other sources; gathers and organizes data and prepares documents for review; performs routine analysis of information/data as needed. Orders and maintains office supplies. Processes incoming mail; outgoing mail including internal office mail; overnight services; delivery services; and registered mail. ADDITIONAL DUTIES
Other duties and special projects as assigned. SUPERVISORY RESPONSIBILITIES
N/A QUALIFICATIONS
EDUCATION & EXPERIENCE
High school diploma or general education degree (GED) required. Bachelor's degree preferred. 5+ years of clerical/administrative experience required; at least 3 years as an executive assistant strongly preferred. OTHER QUALIFICATIONS
Strong organizational skills that reflect ability to coordinate projects and perform and prioritize multiple tasks seamlessly and in a timely manner with excellent attention to detail. Strong interpersonal skills and the ability to build relationships with agency stakeholders. Demonstrated proactive approach to problem solving, with strong decision-making capability. Highly resourceful team player with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion and establish and maintain complex and confidential files, records and official documents. Proven ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward-thinking and proactive contributor who actively seeks opportunities and proposes solutions. Valid driver's license and state-required auto insurance. This is a hybrid role which requires travel to CII sites and other locations at least 20% of the time (at least once per week). Excellent verbal and written communication skills, including the ability to draft correspondence, meeting minutes and other communications quickly with minimal direction. Excellent and accurate data entry skills. Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities. Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities. Sensitivity to service population's cultural and socioeconomic characteristics. Punctual and dependable attendance. CERTIFICATES, LICENSES, REGISTRATIONS
None COMPUTER SKILLS
Intermediate knowledge of Microsoft Office programs in a Windows environment, including Word, Excel, PowerPoint, Outlook, and Teams. Working knowledge of Adobe Acrobat. Virtual work processes including Zoom virtual meetings and Microsoft Teams. Familiarity with board portal software including BoardEffect a plus. VISION REQUIREMENTS
No special vision requirements. NOISE LEVEL
Moderate noise REQUIRED TRAINING
New Hire Orientation AB-1343: Sexual Harassment Prevention Training Mandated Reporter Timekeeping & Attendance COMPENSATION: $73,601.00 USD - $85,469.00 USD
In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.
BENEFITS:
Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year Excellent medical, dental, and vision insurance for eligible employees and qualified dependents 403b Retirement Plan with employer contribution for eligible employees Up to $4,500 in tuition reimbursement per calendar year Eligible for the Public Service Loan Forgiveness program Flexible Spending Account (FSA) & Health Savings Account (HSA) Employer paid Life and AD&D Insurance Voluntary Supplemental Insurance Opportunity for growth & advancement Professional development & continued training Team building & bonding through company sponsored events & activities CONTINGENCIES:
Influenza immunization or declination COVID-19, MMR and Tdap immunizations Education verification Reference check Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services Drug and alcohol screening Tuberculosis screening
DUTIES
SUMMARY
The Executive Assistant is a high-level administrative position that works closely with and supports the CEO and the Special Assistant to the CEO. Supports all activities of the Office of the CEO and Board of Trustees, including communications, scheduling, special projects, and meetings and events. Interacts across a broad range of individuals, including members of the executive and senior leadership teams, Board of Trustees, and external stakeholders.
ESSENTIAL DUTIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Completes a broad variety of administrative tasks for the CEO and Special Assistant to the CEO. Coordinates management team meetings; completes expense reports and invoices; composes and prepares confidential correspondence; coordinates complex and detailed travel arrangements, itineraries and agendas; compiles documents for meetings; and facilitates follow-up. Assists with duties in connection with the Board of Trustees and its committees, including arrangement and set-up of meetings and special events; facilitation of Zoom meetings; taking clear and concise minutes; and records keeping and dissemination of relevant information to board members and staff via BoardEffect board portal management software. Maintains an extremely active calendar for the CEO with special attention to external board and committee meetings and other activities. Schedules CEO appointments and management team meetings as directed; confirms scheduled meetings and ensures appropriate parties are informed. Represents the Office of the CEO in an articulate, courteous and professional manner to internal and external stakeholders, including the Board of Trustees. Creates and edits presentations, documents and reports. Creates, maintains and updates departmental files; copies, scans, sorts, files and retrieves documents; acts as a custodian of records and other legal documents. Maintains documentation related to contracts and other documents, including logging and signature. Processes contractor agreements and invoices. Develops and maintains a working knowledge of departmental operating procedures; responds to related questions and ensures the smooth functioning of the department; participates in streamlining and documenting procedures as appropriate. Serves as first point of contact for the Office of the CEO responsible for greeting and directing visitors; and answering telephone calls in a timely, friendly manner, assisting callers as needed. Plans, organizes and coordinates meetings and training sessions; coordinates facilities/location and refreshments; secures and operates necessary media equipment, including telephone and video conferencing; distributes meeting announcements; prepares and distributes meeting materials; records meeting minutes; ensures room is vacated and tidy after event. Organizes and implements special projects relative to department needs; follows up with others to ensure the project is completed as scheduled. Assists in general operations of facilities as needed, including coordinating the maintenance, repair or replacement of office and media equipment; resolving operational issues; scheduling conference rooms and meeting spaces; parking arrangements; housekeeping; and safety and security. Researches readily available information using the internet or other sources; gathers and organizes data and prepares documents for review; performs routine analysis of information/data as needed. Orders and maintains office supplies. Processes incoming mail; outgoing mail including internal office mail; overnight services; delivery services; and registered mail. ADDITIONAL DUTIES
Other duties and special projects as assigned. SUPERVISORY RESPONSIBILITIES
N/A QUALIFICATIONS
EDUCATION & EXPERIENCE
High school diploma or general education degree (GED) required. Bachelor's degree preferred. 5+ years of clerical/administrative experience required; at least 3 years as an executive assistant strongly preferred. OTHER QUALIFICATIONS
Strong organizational skills that reflect ability to coordinate projects and perform and prioritize multiple tasks seamlessly and in a timely manner with excellent attention to detail. Strong interpersonal skills and the ability to build relationships with agency stakeholders. Demonstrated proactive approach to problem solving, with strong decision-making capability. Highly resourceful team player with the ability to also be extremely effective independently. Proven ability to handle confidential information with discretion and establish and maintain complex and confidential files, records and official documents. Proven ability to be adaptable to various competing demands and demonstrate the highest level of customer/client service and response. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward-thinking and proactive contributor who actively seeks opportunities and proposes solutions. Valid driver's license and state-required auto insurance. This is a hybrid role which requires travel to CII sites and other locations at least 20% of the time (at least once per week). Excellent verbal and written communication skills, including the ability to draft correspondence, meeting minutes and other communications quickly with minimal direction. Excellent and accurate data entry skills. Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities. Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities. Sensitivity to service population's cultural and socioeconomic characteristics. Punctual and dependable attendance. CERTIFICATES, LICENSES, REGISTRATIONS
None COMPUTER SKILLS
Intermediate knowledge of Microsoft Office programs in a Windows environment, including Word, Excel, PowerPoint, Outlook, and Teams. Working knowledge of Adobe Acrobat. Virtual work processes including Zoom virtual meetings and Microsoft Teams. Familiarity with board portal software including BoardEffect a plus. VISION REQUIREMENTS
No special vision requirements. NOISE LEVEL
Moderate noise REQUIRED TRAINING
New Hire Orientation AB-1343: Sexual Harassment Prevention Training Mandated Reporter Timekeeping & Attendance COMPENSATION: $73,601.00 USD - $85,469.00 USD
In accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.
BENEFITS:
Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year Excellent medical, dental, and vision insurance for eligible employees and qualified dependents 403b Retirement Plan with employer contribution for eligible employees Up to $4,500 in tuition reimbursement per calendar year Eligible for the Public Service Loan Forgiveness program Flexible Spending Account (FSA) & Health Savings Account (HSA) Employer paid Life and AD&D Insurance Voluntary Supplemental Insurance Opportunity for growth & advancement Professional development & continued training Team building & bonding through company sponsored events & activities CONTINGENCIES:
Influenza immunization or declination COVID-19, MMR and Tdap immunizations Education verification Reference check Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services Drug and alcohol screening Tuberculosis screening