Executive Assistant to the CEO

Job Details

Level
Experienced

Job Location
APCH The Bridge – Los Angeles, CA

Position Type
Full Time

Salary Range
$65,000.00 – $70,000.00 Salary/year

Job Category
Admin – Clerical

The Opportunity!

Job Title: Executive Assistant to the CEO

Department: Development

Reports to: Chief Executive Officer (CEO) and PT to the Chief Development Officer (CDO)

FLSA Status/Hours: Exempt

Classification: Essential B- Hybrid

A Place Called Home is a dynamic, non-profit youth and community center in South Central Los Angeles. APCH provides educational programs, counseling, mentoring, music, dance and art classes, fitness and health and wellness opportunities. As youth participate in our programs, they discover interests and talents and develop a better sense of themselves and their place in the world around them. Our goal is to increase the likelihood that youth will stay in school, pursue higher education, attain viable jobs, and become active community members capable of making positive change in the world in which they live.

Our commitment to our staff wellness, development and experience:

A Place Called Home is committed to supporting our hard working staff by creating a work environment that builds relationships, careers and experiences through collaboration and transparent communication. We don’t just talk the talk but we walk the walk. Below are just some ways in which we support our staff:

Health and Wellness

  • Targeted Wellness Initiatives to support APCH staff
  • HMO & PPO Medical and Dental Plans with APCH covering the majority of the group costs
  • 25K Basic & Accidental Life Insurance-no cost to the employee
  • FSA, DFSA and Supplemental Insurance to support your out of pocket costs
  • 401K Retirement Plan with employer match
  • Pet care
  • Paid Parental Leave
  • Paid Vacancy Coverage Leave
  • Paid Medical related leave
  • Generous Paid Bereavement Leave
  • Generous PTO: Paid winter break, Paid summer break, paid spring & fall wellness day, 13 paid holidays, 2 weeks+ vacation, 11 paid sick days, Incentive time off opportunities
  • Financial Assistance for emergencies
  • Employee Assistance program to support your work life balance
  • Hybrid work accommodations
  • Paid Jury Duty

Professional Development

  • Gallup’s Strengths Assessment for all employees
  • Quarterly Employee Training
  • Specialized Monthly Manager Training
  • Leadership Training through our Leaders In Training Program (LIT)
  • Professional development support and financial crisis assistance
  • CPR & First Aid Training certification
  • Supervisor’s corner to support managers with resources to be the best coaches possible

Collaboration

  • Employee Engagement Committees: employees get to participate and develop different activities and or initiatives focusing on any of the following: employee recognition, onboarding new hires, supporting other community organizations, creating fun staff events, justice, equity, diversity & inclusion and wellness initiatives.
  • Monthly Employee Acknowledgment by Colleagues and Supervisors
  • Employee Portal – Staff Communication & Resources available at any time
  • TouchPoint-Monthly all staff meetings
  • Proactive conversations to continue making APCH a workplace we can all build together: Stay, Insights & Critical Needs Conversations
  • Encouraged continuous employee feedback throughout the year via surveys

Position Summary

The Executive Assistant to the CEO (EA) provides administrative support to the APCH Chief Executive Officer (CEO), and also works to support the Chief Development Officer (CDO) and the Development Department team to provide support for fundraising activities, donor stewardship and community relations. The Executive Assistant will provide executive administrative support and will be responsible for confidential, detail-oriented, and time-sensitive materials and tasks. They will also act as the administrative liaison between the Board Administrative Consultant and the CEO.

Essential Duties & Responsibilities:

Communication & Scheduling

  • Serve as the primary point of contact and representative of the CEO at all times (includes modeling adherence to APCH philosophy, team support, and policies)
  • Manage CEOs daily calendar, including supporting meeting preparation by providing pertinent notes and bios, and provide CEO with weekly and as-needed briefs
  • Provide support for CDO with scheduling, administrative projects and donor meeting preparation and stewardship efforts.
  • Download intelligence from CEO and transcribe to multiple repositories and/or share as directed
  • Prepare materials and generate or edit correspondence, communications, and other documents to support the CEO in planning, convening, leading, attending and presenting at meetings, interviews, public speaking engagements, etc.
  • Receive the CEOs incoming calls and correspondence in a professional and courteous manner directing requests to the appropriate individual(s) and/or providing the support requested
  • Provide support for the CEOs outgoing correspondence, generating first drafts at times
  • Assist the CEO in preparing all necessary materials (agenda, executive report, departmental report, communicating with the board admin consultant) for quarterly board meetings, ad hoc committee meetings, and annual board retreats
  • Serve as initial point of contact for requests and inquiries from the Board of Directors
    • Work closely with the CEO, CDO and Development Directors to address board needs in a timely manner
    • Coordinate, attend and provide administrative support for board and committee meetings; generate minutes and task lists in alignment with the Board Administrative Consultant
    • Update and maintain board files and online shared files via Boardable.com, in alignment with the Board Administrative Consultant
    • Maintain the highest standards of care, professionalism and confidentiality
  • Schedule internal and external meetings and arrange logistics, securing privacy if necessary for the CEOs meetings with the Board of Directors, Organizational Leadership Group. Donors, Staff, and other guests
  • Schedule meetings for the Organizational Leadership Group, Executive Management Team, Board Executive Committee
  • Review and respond to emails on behalf of the CEO in a timely manner
  • Act as an accountability partner with CEO, development team and Board liaison. Monitor and manage pending projects and follow up to ensure execution.

Administration & Development Support

  • Manage Google docs and forms for the CEO and development department, as needed
  • Organize, prioritize and maintain CEO files
  • Conducting research and data analysis as assigned
  • Maintain weekly agendas for the following:
    • Organizational Leadership Group
    • CEO + EA 1:1s
  • Assist with in-person & virtual event planning and execution; secure and prepare meeting venues as needed
  • Provide support for major fundraising events
  • Assist with the planning of Staff Retreats, Development Department Retreats. Create and/or update policies and procedures for department record-keeping and tracking
  • Responsible for purchasing & managing inventory of general supplies and materials needed for the development department and kitchenette area
  • Submit receipts and invoices to the Accounting team, via Procurement Express platform, for processing
  • Responsible for daily data entry to maintain and update the CEO contacts, correspondence and meeting notes as well as data entry in Salesforce and departmental repositories
  • Prepare and mail donor letters and cards on behalf of the CEO
  • Coordinate travel arrangements for CEO as-needed
  • Travel to and from off-site meetings and special events
  • Operate office equipment (i.e. making copies, sending faxes, etc.)
  • Manage inventory and restock APCH printed materials, letterhead, note cards, business cards and promotional items used for employee and donor gifts.
  • Prep meeting rooms for visitor meetings
  • Book meeting spaces internally and externally
  • Manage outgoing communications, including CEO mail and development campaigns (stuffing, sealing, postage, and placing in outgoing box)
  • Screen, train, and supervise department interns or volunteers when applicable
  • Maintain and submit all paperwork in a timely manner (monthly reports, agendas, expense reports, etc.)

Other Responsibilities

  • Assist with special projects
  • Serve as frontline service representative for VIPs and all guests of the CEO by providing hospitality, parting gifts (APCH swag), professional and courteous support, directing requests to appropriate staff
  • In collaboration with Development staff, maintain orderliness in development suite, ensuring a professional and welcoming environment for guests and staff cross-departmental assistance as needed
  • Adhere to the highest ethical and professional standards and values at all times
  • Perform other tasks as assigned

The Expectation

Qualifications

The ideal Executive Assistant to the CEO is an individual who carries high personal and professional standards and enjoys partnering with others to achieve successful outcomes. To be successful in this role the Executive Assistant will focus on achieving excellence of service and performance in the five core competencies identified by the agency: integrity & trust, adaptability, accountability, learning and development and compassion. As the Executive Assistant, the candidate will also be expected to excel in the five Development competencies of: internal & external collaboration, communication, prioritizing & planning, analytical thinking and work quality & innovation. The candidate will embrace the APCH culture of a learning organization and strive to constantly improve upon systems and services for the benefit of our employees and our constituents; and will be demonstrably committed to their own ongoing personal and professional development. Our culture encourages individuals to speak up, we respect diversity of thought, and we look to our staff to be candid with concerns and constructive suggestions. Together, we can continue to take APCH to even higher levels of excellence and service to the community.

Technical and Performance Skills

  • Excellent Oral and Written Communication
  • Professionalism
  • Customer Service
  • Time Management
  • Ability to multitask
  • Flexibility
  • Mission-Driven
  • Dedicated to excellence
  • Detail-Oriented
  • Resourceful
  • Innovative and Creative
  • Microsoft Office Skills
  • Ability to collaborate effectively across departments and teams
  • Ability to organize and prioritize multiple competing projects
  • Technical proficiency with Microsoft Office (Excel, Word, PowerPoint, etc.)
  • Bilingual (English/Spanish) Preferred
  • Exceptional Planning & Organizing
  • Keeps to schedules; arrives punctually for work and meetings
  • Demonstrates a commitment to the organization
  • Competent and proficient knowledge of the Google Suite and Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
  • Experience with CRM software,Salesforce knowledge preferred
  • Impeccable integrity and ability to maintain confidentiality; excellent judgment
  • Strong business acumen and an ability to multi-task successfully
  • Well developed project & time management skills
  • Self-motivated with high initiative and resourcefulness
  • Mature and polished professionalism and comportment with colleagues, the general public, and high profile individuals

Education & Experience

  • Bachelors degree from an accredited college or university a plus
  • At least two (2) years prior administrative support experience required, preferably at the C-level, and/or nonprofit or arts institution environment

Additional Information

  • Must be willing to work flexible schedule
  • Must work well with diverse populations of colleagues, employees, constituents and donors

Physical and Mental Demands

  • Able to work in high energy level environment typical of a youth center
  • Sitting and use of hands/vision for computer work for extended periods of time
  • Lift up to 25 pounds occasionally

APCH COVID-19 Vaccination Policy

All new hires must provide proof of their first dose of the vaccine on the first day of employment, if not fully vaccinated, and will have 30 days from their date of hire to complete their COVID-19 vaccination and submit proof of completion to the organization’s HR department. All fully vaccinated staff must also provide proof of their booster vaccine once eligible.

A Place Called Home provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex (including but not limited to pregnancy), gender expression, gender identity or sexual orientation, military and veteran status, medical condition, ancestry, marital status, citizenship national origin, age, physical and/or mental disability or genetics. In addition to federal law requirements, A Place Called Home complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Please let us know if you are an APCH Alumni/ae

Background screening required

As part of the screening process, writing samples will be requested

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