LA2050
First 5 LA

Executive Assistant & Division Coordinator

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

JOB SUMMARY

Under the direction of the Division Executive, the Executive Assistant & Division Coordinator serves as the central coordinating resource for Division-wide business processes. The Executive Assistant & Division Coordinator will multitask, prioritize incoming requests, and work with initiative without requiring close supervision. S/he will have administrative duties such as scheduling meetings and meeting coordination, but will also be required to provide administrative support to on-board new hires into the Division, as well as assist with special projects as required. S/he will be involved with a large range of contacts ranging from entry level to extremely high-level and may be exposed to sensitive information requiring discretion, good judgement and confidentiality. S/he will also coordinate with the respective Administrative Assistants and Department Coordinators for their Division.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Executive Assistant & Division Coordinator should visibly demonstrate the adopted organizational values of collaboration, integrity, respect, accountability, purpose, shared leadership and learning in the execution of their key areas of responsibility: 
Key Areas of Responsibility:

  • Administrative support
  • Meeting & event preparation, planning and coordination
  • Commission meeting support
  • Research and report preparation
  • Operational budget management


Essential Duties: 
Administrative Support

  • Receives and screens incoming calls and visitors; determines priority and alerts Executive accordingly
  • Coordinates Division Executive’s schedule; confirms appointments and meetings as directed
  • Coordinates Executive travel, including but not limited to conference registration, travel authorizations, per diem requests and lodging arrangements
  • Supports Division Executive with photocopying support; manages photocopier codes
  • Processes expenses and reimbursements for Executive in accordance with policy
  • Formats a variety of documents, reports, memos, charts, slide presentations, and graphs consistent with the organization’s style guide
  • Supports data and document management, including filing, scanning and storing digital versions of documents in relevant enterprise content management systems including but not limited to SharePoint
  • Supports onboarding new hires into respective Division by coordinating with new hire’s manager & HR (e.g. new hire’s schedule and priorities for first two weeks)
  • Ability to exercise discretion in handling sensitive or confidential information or situations
     

Meeting & event preparation, planning & coordination

  • Maintains Division meeting calendar; maintains necessary information on SharePoint as needed shares required agendas and supporting materials as directed
  • Coordinates external meetings with partners and internal meetings for Division-owned meetings; supports agenda development and material preparation
  • Drafts straw content for Division meetings; supports meetings with note-taking and action item follow-up
  • Orders catering for Executive-owned meetings
     

Commission Meeting Support

  • Manages list of topics for Commission agendas from Division; supports and coordinates with Division Leadership and Board secretary
  • Manages collection process of supporting materials for Commission meetings; coordinates preparation and formatting of materials with Administrative Assistants and Department Coordinators to ensure materials are Commission-ready
     

Research & Report Preparation

  • Runs, formats and provides reports from relevant systems, e.g. GIFTS, FE NXT, Excel Workbooks & databases to Division Leadership as directed
  • Fulfills information requests from internal or external stakeholders as directed
     

Operational Budget Management

  • Tracks and monitors Department and/or Division budget
  • Monitors credit card utilization and related inquiries from Finance
  • Supports the organization’s commitment to diversity and inclusion, and values a diversity of perspectives
  • Adheres to policies and procedures to ensure alignment with State regulations, local ordinances and First 5 LA directives
  • Keeps apprised of all laws, regulations, statutes, rules and policies affecting First 5 LA and Proposition 10
  • Supervises contractors and consultants, as needed
  • Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes from the ongoing execution of all activities as necessary
     

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

QUALIFICATIONS

Knowledge, Skills & Abilities: 
Organization-wide Competencies

  • Commitment to organizational mission and values: Mission-driven and self-directed, with a demonstrated passion for First 5 LA’s work to strengthen families and improve child outcomes; strives to model organizational values through daily actions and behaviors
  • Possesses Customer-Focused Mindset: Is aware of and considers relevant internal & external stakeholders and their needs (customers); identifies solutions to be responsive to stakeholder needs; considers impact when executing daily tasks
  • Collaborative: Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public
  • Communicates Effectively: Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences
  • Demonstrates Integrity and Judgment: Follows through on commitments letting others know of his/her true intentions; ensures decision-making or recommendations are fact-based and others understand the decision/recommendation before moving forward; considers the relative costs and benefits of potential actions to choose the most appropriate one
  • Demonstrates Critical Thinking: Applies critical thinking, logic and reasoning to effectively think through problems and information; identifies relative strengths and weaknesses of options, solutions or approaches
  • Demonstrates Strategic Thinking: Considers issues and relationships relevant to achieving long range goals or vision; identifies alternatives based on logical assumptions, facts, available resources, constraints, and organizational values to layout several points of view on a course of action to accomplish goals
     

Job Specific Competencies

  • Role Specific Content: Diplomacy skills to deal effectively and  professionally with issues that arise with outside vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness
  • Content Knowledge: Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
  • Planning and Organization and Project Management: Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectivesability to manage high performance projects
     

Experience:

  • A minimum of four years of experience in administrative support preferred
     

Education:

  • Associate’s degree (A.A.) or equivalent from an accredited two-year college or technical school in the fields of business administration or a related academic field preferred
     

Computer Skills:

  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
  • Ability to use widely supported internet browsers
  • Familiarity with MS SharePoint a plus
     

Certificates, Licenses and Registrations:

  • Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
  • Valid automobile liability insurance


Travel Requirements:This position requires travel locally, statewide and nationally as needed
 

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee will sit, talk, hear and use hands up to 2/3 of the time. The employee will stand and walk up to 1/3 of the time. The employee is routinely required to carry and/or lift up to 10 pounds.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  
The noise level in the work environment is usually moderate.     

To apply

Apply online here.