Executive Assistant

Covenant House California - Los Angeles, CA3.4

Full-time
POSITION SUMMARY:
Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as the Executive Assistant to the agency’s Chief Executive Officer (CEO). CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in both Los Angeles and the East Bay. Serving over 3,000 youth each year through a broad spectrum of services, CHC has more than doubled in size during the past 3 years. The Executive Assistant is a key individual in serving the agency, as well as supporting the energetic and hard-driving CEO, in effort to provide more solutions for youth experiencing homelessness.

The Executive Assistant (EA) provides a broad range of administrative, managerial, and project support for the CEO and members of the Executive Team. The EA assists them, as necessary, and serves as a liaison with Covenant House California (CHC) Board of Directors. The EA works closely with CHC’s Executives on a day-to-day basis, performing administrative details and maintaining the work flow of the executive office. As an extension of the CEO to the staff, youth and public, the ideal candidate can match the CEO’s energy, enjoys working with youth experiencing homelessness, has exceptional computer skills, can work well both independently and within groups, is extremely organized and task-oriented, is self-motivated, and can exercise frequent independent judgment. In coordination with fundraising staff and program staff, the EA also serves as a liaison with CHC Corporate office when so directed. The EA must maintain extraordinary integrity in maintaining confidentiality regarding staff and client information to ensure the absolute integrity of the Executive offices.

ESSENTIAL FUNCTIONS:
Promotes the mission and values of Covenant House California through all communication and support of the Executive staff.

Presents as the “face” and “voice” of the Executive Offices to the public, staff, clients and other stakeholders.

Maintains a calm and professional environment for the CHC Executive offices, including, but not limited to:
Maintain regular attendance and work hours, consistent with the operating hours of the Executive Office and the CEO.
Understand and communicate the priorities of the CEO to staff and external stakeholders, as necessary.
Appropriately represent Covenant House California and the CEO through all phone, email and direct contact with all internal and external stakeholders.
Exercises judgment and discretion in handling requests for appointments and telephone calls.

Coordinate office services and related activities of the CEO, including, but not limited to:
Maintain CEO’s calendar and appointment schedule.
Screening of impromptu visitors to CEO’s office.
Scheduling and communication around Quarterly Board of Directors meetings, and the corresponding committee meetings.
Compile statistical information; develops reports and completes as special projects when designated by the CEO.
Schedule and prepares agendas for regular and special called meetings, securing requested information and compiling various reports and studies.
Respond to correspondence not requiring the personal attention of the CEO.
Coordinate Executive Team meetings, including assembling agenda and information, record minutes, distribution of follow-up assignments and maintenance of records.
Maintain files and correspondence for the CEO, Board members and key staff.
Prepares required documentation and follow-up in the CEO’s office for authorized payment.
Sorting and distribution of all CHC mail to appropriate departments/case managers.
Open and prepares the CEO’s office mail and distributes appropriately.
Entering of donor contact information into Raiser’s Edge, on behalf of CEO.

Communicate with the CHC Board of Directors as necessary. Responsible for notifying all board members of upcoming board and board committee meetings; prepares meeting packets, takes minutes of all meetings, prepares board room for meetings etc.

Contribute to the CEO’s outreach activities by representing CHC at various professional, civic, and governmental organizations and meetings, when directed.

Coordinate travel arrangements for Executive staff.

Schedule appointments with staff, volunteers, etc.

Handle telephone calls for the CEO, and when necessary, for resolution, transfers to the appropriate staff.

Coordinate quarterly All-Staff meetings.

Maintain calendars and scheduling for CHC’s Conference Rooms.

Provide support to the Development department and other departments when necessary, as directed by the CEO.
Including support and participation in Fundraising events;
Technical support for Fundraising activities;

Perform other duties as assigned.

JOB REQUIREMENTS:
EDUCATION: Bachelor’s Degree preferred.

EXPERIENCE: Minimum of three (3) years’ experience in comparable positions with proven results, preferably in a non-profit agency.

SKILLS: College-level oral and written communication skills, as well as exceptional organizational skills. Capacity to handle multiple tasks, priorities and interactions with Board of Directors, staff, volunteers and clients effectively. Proficient in Microsoft Word, Excel, Power Point and Raiser’s Edge, etc.

TRANSPORTATION: Must have a valid CA driver license and a good driving record.

WORKING

CONDITIONS: Must be able to lift up to 40 lbs. on occasion, bend, sit and stand for prolonged periods of time. Some overtime and after hours work is required as a condition of employment, some travel and weekend/holiday work may be required.

SUPERVISORY

DUTIES: N/A

EQUIPMENT

USED: Computers, calculators, fax machines, telephone and other equipment as required.