*COVER LETTER REQUIRED TO BE CONSIDERED A COMPLETE APPLICATION AND CONSIDERED FOR INTERVIEW*
Position: Executive Assistant
Reports to: Chief Executive Officer
Location: Hybrid/Flexible - CASA of Los Angeles, Edelman Children’s Court, Monterey Park, CA
Status/Schedule: Full-time/Exempt, Mon – Fri 8AM-5PM, weekend/evenings, required in office/field based on organization needs.
Salary: $70,000- $75,000 annually
CASA of Los Angeles mobilizes community volunteers to advocate for children who have experienced abuse and neglect. The organization envisions a Los Angeles in which every child in the child welfare system has an advocate and the opportunity to thrive. CASA of Los Angeles is on a path over the next five years to expand services to children in LA County’s child welfare system so that it provides services to a meaningful number of the 30,000 children in the dependency court system every year.
Key to these efforts is growth in the number of volunteers trained each year, the number who stay active in a year, and in revenue raised from community partners and other donors.
The Executive Assistant reports to the Chief Executive Officer. Provides senior-level executive support to the Chief Executive Officer in all facets of organization business while maintaining awareness of and sensitivity to the organization and Board of Director's priorities and confidential materials and issues.
· Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar, completing expense reports, credit-card receipt and bill reconciliation, composing and preparing correspondence, and arranging travel.
· Support the CEO and other leaders by helping with fundraising and other events, staff meetings and events.
· Manage all assigned projects with the Board of Directors, including maintaining membership rosters/training/engagement, preparing agenda packets, arranging meetings and retreats, luncheons, taking meeting minutes, and coordinating online Board portal.
- Provides high-level support to advance the governance functions of the Boards.
- Coordinates and actively participates in the orientation of new Board members, officers, and committee chairs. Coordinates Board member offboarding.
- Works with Organization Chair and Chief Executive Officer to draft Board and Executive Meeting agendas that strategically drive Board focus and productivity.
- Perform duties working with the organization’s leadership team, assisting with reports and information that will go before the board or other relevant stakeholders.
- Ensures the timely distribution of materials for Board and Executive Committee meetings.
- Takes minutes at Board and Executive Committee meetings, drafts minutes for review, and disseminates the final minutes, tracking decisions made and actions taken.
- Organizes, maintains, tracks, and safeguards all files related to the Boards and the organization’s governance, including, but not limited to, Board and Executive Committee meeting minutes, resolutions, agenda, historical board information, and approved policies, in accordance with bylaws, procedures and record retention policies. Ensures these materials are available internally and externally as appropriate.
- Conducts research, analyzes documents, and prepares recommendations for board policies or procedures as required or requested.
- Works with Chief Executive Officer to review and maintain by-laws and other governance documents; and supports them in the ongoing review of Board committee roles, responsibilities, and structure to ensure clarity, accountability, and effectiveness.
- Provide support to the CASA/LA programs team as needed, including scanning, data entry/database management and preparing/processing program-related documents.
- Provide support to the CASA/LA development department as needed, including database entry/management, process incoming donations and assist with special events.
- Provide excellent customer service to internal and external customers.
- Other duties and special projects, as assigned.
- Provide basic administrative support to broader leadership team, such as photocopying, travel planning, preparing meeting materials, and general administrative support.
- Act as the “gatekeeper” to the organization, answering phone calls and greeting visitors.
- Provides high-level administrative support to the Boards and Board leaders.
- Manages Board and Executive Committee calendars.
- Schedules telephone/video conference calls and meetings of Board and Executive Committees.
- Provides day-of meeting support to ensure successful execution of Board and Executive Committee meetings, managing room, equipment, and refreshment set up and take down.
- Plans and manages events and logistics for Board-related events, including the venue, meals, supplies, etc.
- Coordinates internal and external presentations and speakers for Board-related events.
- Analyzes and tracks information and follow-up items; generates applicable reports and documents.
- Helps maintain up-to-date contact information for all Board members.
- Works with appropriate Board committees to develop, implement, and coordinate a Board engagement strategy.
- Uses best practices for tracking acknowledgment and reporting progress on Board engagement, including tracking individualized participation and records for each Board member (including onboarding, committee placement, volunteer opportunities, recognition, etc.).
- Advises leadership and staff on Board policy, policy legislative history, and archival support, and regarding previous and current activities surrounding the Boards.
- Reviews and revises orientation on an annual basis or as needed.
- Provide tracking of metrics/deliverables toward all program initiatives as required by grants or general program coordination.
- Attend and actively participate in one-on-one supervisory meetings and team group supervisory meetings as scheduled.
- Travel required on an as-needed basis, including occasional evening and weekend work.
- Other special projects as assigned.
· Position is hybrid and flexible.
· Bachelor's degree [in Business, Communication, or related field] required.
- At least five years of administrative work experience (preferably in a philanthropic environment).
- Equivalent blend of education and experience is acceptable.
- Highly proficient in MS Office, and ability to work with new systems including database management systems.
- Excellent organizational skills and ability to multi-task.
- Exceptional oral and written communication skills. Must be able to comprehend, discern and make appropriate judgements that are consistent with policy and culture.
- Ability to flex communication style to that of the receiver to ensure collaborative communication that does not escalate but diffuse potentially heightened situations.
- Must attend required in-person meetings as communicated.
- Must maintain a level of composure and professionalism at all times.
- Must pass a Livescan background check.
- Understanding of the principles and practices of community agencies and community resources and their role in the treatment of at-risk children.
- Ability to remain in a stationary position and constantly use a computer which consists of viewing a monitor and using a keyboard.
- Must be able to lift/push/pull 10 pounds.
How to Apply
Only applicants who include a cover letter will be considered. Only applicants whose resumes are selected for an interview will be contacted. Please note that the selected candidate will be required to submit to a full live scan and background check.
CASA of Los Angeles promotes equal opportunity for all employees and applicants. In doing so, we comply with local, state, and federal laws and regulations to ensure an equal employment opportunity for everyone. We don’t discriminate in employment opportunities or practices on the basis of race, ancestry, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, citizenship, military service obligation, veteran status or any other basis protected by federal, state or local laws. Our policies and personnel practices are intended to ensure that all of us are treated equally with regard to recruiting, hiring, and advancement, and our decisions on employment are made to further the principle of equal employment opportunities for employees.