Executive Assistant
Experienced
San Pedro Street1 - Los Angeles, CA
Full Time
4 Year Degree
$54,000.00 - $60,000.00 Salary/year
None
Day
Nonprofit - Social Services
Position Summary

Summary 

If you are looking for an organization where your gifts, talents, skills, and abilities contribute to a greater cause, join our work at DWC! At DWC we envision a Los Angeles with every woman housed and on a path to personal stability. Our mission is to end homelessness for women in greater Los Angeles through housing, wellness, employment, and advocacy.

DWC is seeking an energetic and highly self-motivated individual to support the Chief Executive Officer through effective leadership, sound judgment, and impeccable organization. This is a well-positioned opportunity to learn the inner workings of a successful nonprofit in a team-oriented environment. This position reports directly to the CEO, supports the executive team and serves as the liaison to the Board of Directors. The Executive Assistant enables the entire Executive Team to work most effectively with internal and external stakeholders. This person works cross-functionally and ensures that communications and strategic decision-making across teams are communicated to the CEO as well as keep Executive Team apprised of key initiatives and projects and jumping in to move things forward wherever necessary. As the Executive Team’s trusted liaison, the role requires a highly resourceful individual with a high degree of emotional intelligence, self-motivation, professionalism, excellent written/verbal communications skills, and exceptional analytical skills. In addition, this person will perform special projects to support the Executive Team.

Essential Functions:

  • Proactively ensure the CEO’s schedule runs smoothly, which involves scheduling appointments, preparing agendas, reports, and handouts prior to meetings, and assisting with follow-up; manage the Chief Executive Officer’s calendar and email.
  • Provide high-level administrative support to CEO, preparing professional correspondence, including emailing, copying, preparing documents and reports, conducting various research projects, and creating PowerPoint presentations; extend the CEO’s external reach, identifying key messages and target audiences.
  • Support DWC’s Board of Directors by coordinating Board meeting logistics, calendars, board reports, correspondence, and meeting materials; provide clerical support to the Board of Directors, including emailing monthly meeting announcements and agendas, taking Board Meeting and Board Committee Meeting minutes, preparing Board resolutions, preparing and distributing Board Reports, and prioritizing any Board Member inquiries. Support with the on-boarding of new Board Members as well as updating Board Manuals. Continuously update Board contact information and related lists to ensure that staff has access to the most current information at all times.
  • Prepare monthly expense reports and submit reimbursements when necessary for the CEO.
  • Arrange for travel accommodations for CEO attending conferences or out-of-town meetings.
  • Provide clerical assistance and support to Executive Team, as necessary.
  • Maintain files in an orderly, timely, and confidential manner.
  • Assist in planning monthly All Staff Meetings and supporting events such as DWC’s annual holiday party, Gala, and other fundraising events.
  • Run errands as needed.
  • Proactively remain updated and aware of DWC’s current priorities, needs, upcoming events, etc., in order to appropriately support and/or route any outside requests, donations, etc., while also being mindful to communicate with key staff to ensure we maximize each opportunity.
  • Elevate issues about which the CEO should be aware and frame/position ideas to resolve concerns and/or mitigate risk.
  • Coordinate and/or conduct tours for guests who may be visiting with the CEO.
  • Other duties as assigned by CEO.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies:

  • Highly developed communications skills (written/verbal) and interpersonal savvy.
  • Results/action-orientation; project management skills.
  • High level of integrity and trust; provide solid judgment in dealing with confidential information.
  • Able to successfully navigate within varying degrees of ambiguity in a fast-paced environment.
  • Extremely detailed oriented, provided quality and precision focused work.

Supervisory Responsibility 
This position has no supervisory responsibilities.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear.  The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.  This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.   

Position Type and Expected Hours of Work 
This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. with flexibility to work evenings and weekends when necessary.

Travel 
No travel is expected for this position. 

Qualifications

Required Education and Experience 

  • Bachelor’s degree preferred
  • 2 years of experience working with senior leaders, ideally in a non-profit organization preferred
  • Experience in fields such as communications, public policy, community relations, and/or fundraising a plus
  • Demonstrated strong written and verbal communication skills
  • Oral and written fluency in Spanish and English a plus

Required Knowledge/Skills/Position Qualifications

  • Exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, organizational skills, and the ability to maintain a balance among multiple priorities.
  • Demonstrate sound knowledge of Board governance processes and procedures.
  • Impeccable, clear, direct, and courteous written and verbal skills are a must.
  • Exceptional presentation skills, including ability to communicate organization’s strategy.
  • Ability to assimilate a high volume of information across departments and work streams, providing leadership and support to senior staff.
  • Ability to work with a wide range of people representing various backgrounds, levels of training, and career stages.
  • Strong and sound problem-solving, decision-making and multi-tasking and follow-up skills.
  • Must be highly intuitive and adapt to the way of thinking of the CEO and leadership in order to make calculated decisions when supervision is not available; able to accurately reflect the CEO’s position in meetings to help drive understanding of her views.
  • Maintain confidentiality with discretion in support of the CEO.
  • Intermediate proficiency in Microsoft Office Suite. 
  • Add to the DWC’s culture of care for the community we serve as well as the staff.
  • Understanding of and appreciation for the unique service model and practices that DWC has evolved over its 40+ years of operation, including the ability to model trauma-informed customer service to all stakeholders.
  • Ability to display understanding of the complexity of poverty and women’s homelessness.

Other Duties 

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.

Downtown Women’s Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to their race, color, religion, genetic information, national origin and ancestry, sex/gender, sexual orientation, gender identity and expression, age, mental or physical disability, marital status, pregnancy, military and veteran status or medical condition.  In addition to federal law requirements, Downtown Women’s Center complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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