Job Description

JOB SUMMARY: The Executive Assistant is responsible for providing professional administrative support to the Chief Executive Officer; ensuring that company offices operate in an organized, efficient and professional manner. The main focus of this role is to enhance the Executive's effectiveness by providing information management and administrative support. Also, to provide necessary leadership skills to work effectively with management, staff, donors and trustees to accomplish the strategic goals of the organization.

ESSENTIAL FUNCTIONS:

• Conserves the Chief Executive Officer’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, graphics and presentations.

• Maintains the Chief Executive Officer’s appointment schedule by planning, scheduling meetings, and travel.

• Represents the Chief Executive Officer by attending meetings in their absence.

• Prepares reports by collecting and analyzing information.

• Provides chronological reference by developing and utilizing filing and retrieval systems;

  recording meeting discussions.

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating

  needed supplies; evaluating new office products; placing and expediting orders for supplies;

  verifying receipt of supplies and maintaining keys.

• Ensures operation of equipment by completing preventive maintenance requirements; following

  manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining

  equipment inventories; evaluating new equipment and techniques.

• Maintains professional and technical knowledge by attending educational workshops; reviewing

  professional publications; establishing personal networks; participating in professional societies.

• Records minutes in meetings and prepare agendas.

• Manage a variety of special projects for Board.

• Travel to Burbank Office and off-site locations at supervisor's request.

• Other duties as assigned.

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Note: In the event that the Agency requests the regular usage of bilingual skills, the passing score of 70% on a proficiency test is required to receive a monthly bilingual stipend; per theAgency’s Bilingual Stipend Policy.

Competencies

• Customer Service

• Collaboration

• Thoroughness

• Communication

• Flexibility

• Leadership

• Ethics

  Supervisor Responsibility

  This position has no supervisory responsibilities.

  EXPERIENCE/SKILLS:

  • Strong Administrative and Writing Skills
  • Superb Time Management and Organizational Skills
  • At least 2 years of experience managing Department and/or Executive Level schedules
  • Must have working experience with Microsoft Word, Excel, Power Point, Adobe, Gmail, Visio, - Must have excellent verbal and written communication
  • Punctual and proven ability to handle confidential information with discretion
  • Event planning

  MINIMUM QUALIFICATIONS:

  • Minimum of an A.A./A.S. degree in Business, Marketing or related to Social Services industry.

  • 3-5 years of experience with C-Level Executives, preferably in a non-profit organization.

  • Must be able to communicate clearly; both verbally and in writing.

  • Possess the ability to work as a team member, take initiative and excellent problem solving skills. - Positive attitude with very strong interpersonal skills.

  • Ability to self-start, work independently and achieve high standards to meet multiple deadlines. - Proven ability to determine appropriate course of action, referral or response.

  • Strong calendaring, organizational and document management skills.

  • Credibility, integrity and emotional maturity.



Company Description

JobSource has maintained a leadership position through the years based on a valuable premise – we invest in people. Today that focus benefits our customers wherever they operate around Southern California to individuals, non-profit organizations and corporations in the Northern American Continent in a growing number of specialized fields. We continue to meet the evolving challenges of workforce flexibility with staffing solutions tailored to your precise business needs.