Project Administrator, Advocacy Relations
Job Details
Experienced
Magnolia Place Headquarters - Los Angeles, CA
Temporary Remote
Full Time
4 Year Degree
Negligible
Day
Professional Services

                                                              Project Administrator, Advocacy Relations

                                                                    Office of the Chief Executive Officer

 

Children’s Bureau offers a dynamic work environment that celebrates collaboration, ongoing learning, and the rich diversity of perspectives and life experiences. This newly created role will work directly with Children’s Bureau’s Chief Executive Officer in elevating the agency in several strategic areas for both internal and external expansion in growth, advocacy and promotion of the important work that is the hallmark of this well-established 117-year social services organization.

Direct Support of the CEO

  • Strategically manage leaders' time: Follow up calls on behalf of executives, arrange meeting plans, and manage against calendar and its priorities.
  • Act as gatekeeper: The Project Administrator ensure the CEOs' involvement in project or decision-making processes takes place at key times, where their input and authority are most needed.
  • Prepare for and follow up on meetings: the Project Administrator will prepare leaders for upcoming meetings by ensuring they have all the information necessary to be productive and engaged.
  • Manage internal and external communications: As partners to CEOs, this role will often draft documents, reports, pitch decks, speeches, and presentations on their behalf.
  • Initiate, plan, execute, monitor, and deliver our projects. Create project-related documents. Maintain communication between the team, stakeholders, and clients.

Meeting and Event Preparation

  • Coordinate agendas for CEO approval before leadership team and board meetings.
  • Organize conferences, and other special events.

Project Management

  • Oversee large, often cross-functional, organization-wide projects or initiatives; bring together important stakeholders and help drive decisions.
  • Research, perform benchmarking, analyze data, and make recommendations.
  • Propose the creation of new systems and processes to streamline operations.
  • Help determine key performance indicators and update dashboards as needed.

Board of Directors Engagement

  • New Board of Directors selection process: this role will manage in both generating target potential candidates, arrange conversations with selection committee and coordinate onboarding and orientation processes.
  • Overall Board management: will often establish the cadence of board meetings, as well as get ready for those meetings by preparing and sending out materials in advance. For example, they may collect data from across the organization, such as financial updates or program outcomes, to create dashboards that lay out the information in a concise and clear format. They may also help onboard new board members, monitor term lengths, and support CEOs in researching and recruiting new board members. Additionally, will be responsible for all production of all board meetings both in person and virtual as well as taking and distributing Board minutes. 
  • Engaging funders and stakeholders: Will support the CEO in maintaining strong relationships with key funders and stakeholders. They also may maintain lists of funders, stakeholders, and partners with whom their CEO want regular contact, and tee up communications or arrange meetings to support ongoing relationship building.

Government Affairs and Advocacy

  • Additionally, this position will play an essential role in supporting Children’s Bureau’s government affairs and advocacy efforts. They will be responsible for smart collaboration with multiple internally and externally stakeholders.
  • Responsibilities will include the managing proactive and reactive communications and supporting government affairs, liaising with government by developing initiatives, conducting data research, and developing reports to prepare the Chief Executive Officer for meetings with elected officials and media.

 

The position requirements listed below are the knowledge, sk

Requisite education & experience requirements are:

  • Bachelor’s level degree is preferred in Political Science, Government Affairs, Organizational Psychology, or other related field of study/or/ 
  • Minimum 3- 5 years full time experience as an Executive assistant, Chief of Staff or other relevant area that aligns to the details of the position. 
  • Holding a PMP® certification would be ideal. 

Skills and Experience Requirements could include:

  • Excellent interpersonal and communication skills (written and verbal) and the ability to create, develop, nurture and maintain professional interactions and communication with internal as well as external constituencies
  • Position works with the Executive Leadership Team and will interact with all levels of staff and management, city, county, state and federal partners as well as vendor management.
  • Preference will be given to those candidates that have professional level experience in working in advocacy, government affairs. Specialized updated expertise in leveraging multiple communication channels as well as project management experience.
  • Extraordinary written skills, strong attention to details, as well ability to work in a fast paced, sometimes unstructured environment with ever changing and competing priorities.  Comfortable in deal with ambiguity and being independent in direction and execution will be critical to success in this position. 
  • Expert level MS Office suite is required (Word, Excel, PowerPoint, SharePoint) as well as Visio and other platforms. Strong ability to communicate information through visual which could include storyboarding, photography, engaging presentations and video. Highly organized, and a strong interest and commitment towards advocacy for children will align commitments to our organization.

 

This position is currently a virtual position however this could change based on safety and a shift towards reentry into more of an office-based position.  

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