Los Angeles Homeless Services Authority

Executive Assistant, ED

Employment type
Full Time
about 2 months ago
Los Angeles, CA

Classification Standards:  Under the leadership of the Executive Director (ED), this position provides executive-level administrative and professional support to the ED and helps to ensure smooth operations of the ED’s office.  Key responsibilities includes managing the ED’s schedule, coordinating internal and external meetings, preparing and editing correspondence, managing the executive office file and retrieval system, and working directly with the senior leadership team to follow up and track project progress.

Minimum Qualifications:  Candidates should have at least 5 years’ prior experience in a similar position, and demonstrated knowledge, skills and experience in the following areas: transcription and Microsoft Word, managing executive calendars using Outlook, meeting coordination; correspondence and other filing and retrieval, and the ability to operate office technology and equipment.  Must possess excellent communication and interpersonal skills and be able to work effectively with a broad range of individuals.  The executive assistant must be able to work with sensitive information in a professional and confidential manner. He/she will be required to accurately relay information through phone conversations, messages, emails and other forms of communication. The successful candidate should be very organized, able to think logically, and should be able to multi-task and manage multiple projects at one time.
The executive assistant is responsible for effectively managing the calendar of the ED, processing all correspondence to or from the ED as well as opening and prioritizing all incoming information. He/she will also maintain records of all documentation, file materials, manage data entry and manage databases and other relevant data information related to the activities of the Executive Director. 

The successful candidate will also be intelligent, self-motivated, detail oriented and skilled in priority setting and tracking and meeting deadlines.  This position requires the ability to effectively follow through on projects to completion and work independently with minimal supervision.  Exceptional expertise in working with Microsoft Office, including Word, Outlook, Excel, and Power Point is essential.

Training and Experience:  Minimum five years of relevant work experience in a similar position is required.  A Bachelor’s Degree is preferred; however, an equivalent combination of applicable training and experience may be substituted for education requirement.  Must possess excellent judgment and be flexible. 

Essential Job Functions:

  • Calendars, tracks and coordinates meetings and manages ED’s schedule
  • Maintains ED’s records and files
  • Prepares correspondence and meeting agendas
  • Organizes meetings and helps with conferences
  • Coordinates weekly management meeting, and individual meetings with Directors and Managers
  • Assists ED in maintaining regular communications with Commissioners
  • Records and transcribes minutes for meetings, as requested
  • Prepares meeting room, audio/visual equipment and materials 
  • Arranges business travel and prepares expense reports
  • Other duties and projects as assigned by the ED

Desired Competencies:

  • Advanced abilities with Outlook, Microsoft Word, Excel and other computer systems.
  • Excellent organization, analytical written and oral communication skills
  • Strong time management skills and the ability to multi-task and prioritize in a fast-paced environment, while exercising sound judgment.
  • A critical thinker, with a high level of initiation, motivation and enthusiasm.
  • Must be a confident self-starter who can develop effective business relationships, both internally & externally.
  • Demonstrate a sense of urgency, responsiveness, and attention to detail.
To apply

To apply, please mail, fax, or email your cover letter and resume to:

Los Angeles Homeless Services Authority
Att: Keshia Douglas, Director of Administration
811 Wilshire Blvd., 6th Floor
Los Angeles, CA 90017

Fax: 213-553-9373
Email: [email protected]