Reporting to the Project Director, the Executive Assistant is responsible for supporting all administrative project related activities and systems, logistics and other day-to- day functions. Ensures clients receive quality services and works with other office staff, according to established standards, policies and procedures.
RESPONSIBILITIES AND DUTIES
Program/Operations: Ensures successful, high quality “customer service” to clients, collaborators, partners and general public in coordination with other office staff. Maintains Building Stronger Families in West Athens online calendar, and ensures that meetings and events are posted on it; manages the development and maintenance of project files (electronic and paper documents), maintains databases and directories; works closely with Outreach Team and GCLA staff to coordinate and implement project activities per an approved work plan, as so agreed upon with GCLA and First 5 LA, including:
- Work with Outreach Team to assist with organizing logistical support for all events and meetings (child care, transportation, venues, etc.)
- Provide research upon request to assist with specific project deliverables
- Provide support to develop surveys and produce written documents (e.g., reports, training tools)
- Use database/directories to assist with tracking all activities, including parent trainings, organizational capacity building trainings, marketing and communications, evaluation and learning, resource leveraging and project management
- Assists in the development of marketing materials (e.g. videos, PowerPoint presentations, flyers, etc.)
- Manages records, invoices, (e.g. class lists, attendance, etc.)
- Teamwork: participate in and sometimes lead weekly Staff meetings, led by Project/Director to ensure that minutes are kept
- Prepares agendas prior to staff meetings
- Assists with all administrative project related activities and systems, logistics and other day-to- day functions
- Lead Meetings: Will lead weekly meetings for the project as necessary; when doing so assigns someone to keep the minutes
- Understands the critical role of the interactive project model approach based around collaborating with team to deliver high quality service and serves as an accountable team member
- Community Relations: Motivate and coordinate the work of participants and provide support for parents and children P – 5. Assist with the development and implementation of workshops, trainings, education sessions, forums and events. Will help create and lead the design of implementations and events.
- Duties include but not limited to work performance monitoring, evaluation, and scheduling.
- Reporting/Compliance: Complies data and completes submission of reports and other paperwork (attendance records, tracking, evaluation summaries, etc.,) meeting GCLA and First 5 LA requirements, with the oversight of Project Director. Monitors and reviews program performance metrics (established by First 5 LA and GCLA) with Project Director on a regular basis (frequency to be determined)
- Social Media: Provides an opportunity for young parents to connect with one another via social media platforms including Facebook, Instagram, Twitter and Tumblr. Develop effective marketing storytelling promotion practice and developing social media content.
- Training and Instruction: Supports Outreach Team to ensure that supplies, equipment and rooms are set- up for trainings. Ensures that all events are listed on online calendar; coordinates in-house meetings with project teams and staff with outside consultants, vendors, agencies, community member teams and individuals.
KNOWLEDGE, SKILLS & ABILITIES:
- Extensive office administration experience and logistics skills to fulfill position responsibilities
- Able to work with diverse staff to meet the agency’s goals and objectives
- Adept with using the Microsoft Office Suite tools (Word, PowerPoint, Excel, Publisher, Access, Adobe), and social media platforms (Twitter, Facebook, Instagram, Snapchat, etc.), and electronic promotional tools (i.e. Constant Contact)
- Exceptional oral, written communication and interpersonal skills to establish and maintain effective working relationships with community service providers, including social service agencies, churches, elected officials, staff and community members
- Able to effectively work in an environment characterized by multiple, simultaneous demands
- High emotional intelligence (EI) or emotional quotient (EQ) is a key requirement for this position
- Willing to be cross trained in all areas of the project
- AA Degree (or working towards) Administration, Organization, Management or related field
- Bilingual – Spanish preferred but not mandatory
- Advance computer skills and abilities necessary to produce reports, track program information
- Valid CA Driver’s License, access to a vehicle and proof of liability insurance
- Successfully complete background clearance
At least 40 hours per week (8:00 a.m. to 4:30 p.m. Monday through Friday)
Compensation based upon experience
Health Benefits, paid vacation and sick leave; paid holidays (grant fund permitting)
A performance review will be conducted at the end of introductory period and every six month thereafter.
About The Girls Club of Los Angeles
Since 1972, GCLA has served over 75,000 girls and boys ages 2-18 living in South Los Angeles, addressing unmet need such as early education, academic preparation, school dropout, college enrollment, teen pregnancy, obesity and wellness. www.girlsclubla.org
About First 5 LA
Best Start is an investment of First 5 LA. First 5 LA is a leading early childhood advocate organization created by California voters to invest Prop 10 tobacco tax revenues in Los Angeles County. In partnership with others, First 5 LA strengthens families, communities and systems of services and supports so that all children in L.A. County enter kindergarten ready to succeed in school and life. www.First5LA.org.