Search

Job

Executive Assistant to the President and CEO

Posted by
The Black AIDS Institute
|
Los Angeles, CA
New
|
Published 11 days ago


                                                                       

BLACK AIDS INSTITUTE

Job Posting

Executive Assistant to the President and CEO

 



Overview

The Executive Assistant to the President and CEO is an important part of the Black AIDS Institute team being responsible for managing all aspects of the executive office and making suggestions for the improvement of the Institute’s administrative systems and procedures. The Executive Assistant organizes the office of the CEO, performs advanced office functions for the CEO, serves as a liaison between line staff and the CEO and for the Board of Directors, leads projects developed under the CEO’s office while maintaining discretion, initiative, and superior administrative skills. The Executive Assistant schedules work, establishes executive priorities, ensures deadlines are met, creates, revises and maintains office and record keeping systems and procedures. This is an hourly non-exempt position.

 

Black people, LGBTQ+ people, and people living with HIV or on PrEP are highly encouraged to apply.


Job Location:                       Los Angeles, California



Reporting Relationship:     President & CEO

 

Supervisory Relationship: None

 

Salary Range:                       $56,000 to $60,000 annually, depending upon experience and qualifications


SUPERVISION/TRAINING:

·      Regularly scheduled briefing calls with the CEO

·      Participate in agency training programs

·      Maintain an ongoing professional development plan

 

Agency-wide Duties and Responsibilities:

●     Supports the mission, vision, and values of the Black AIDS Institute

●     Complies willingly with all organizational policies and procedures

●     Supports all functions that attain and maintain accreditation and compliance with regulatory agencies

●     Supports and facilitates positive interaction with others by exhibiting:

o  Individual maturity

o  Respect for others

o  A team-centered approach

o  Cultural humility

o  Maintenance of confidential information

●     Communicates appropriate information to other departments in a timely and effective manner

●     Participates in appropriate professional development programs to attain and maintain competency

 


POSITION-SPECIFIC DUTIES AND RESPONSIBILITIES:

 

CEO Schedule & Support

  • Preparing daily oral and written briefs for the CEO and making recommendations for the day’s priorities
  • Maintaining the CEO’s calendar and scheduling all appointments for the CEO
  • Screening, placing and receiving all communications to and from the CEO
  • Maintaining phone, email, mail, and fax logs for CEO communications
  • Reviewing all emails for CEO and when appropriate, providing recommendations on actions to be taken
  • Drafting responsive correspondence for CEO’s signature
  • Preparing correspondence for the CEO including but not limited to draft emails, key documents for signature, comment, decision, or action
  • Organizing and managing the flow of work in and out of the CEO’s office including the organization of daily correspondence (internal and external); compiling and filing reports; following-up on various items on CEO’s behalf 
  • Organizing and preparing relevant briefing or background materials for meetings (e.g., bio data gathering, political and media updates)
  • Creating and or adapting presentations to be made by the CEO
  • Ensuring CEO is informed of deadlines
  • Assisting with research projects out of the executive office
  • Coordinating with Executive Team members to execute special projects as needed
  • Organizing executive team meetings, including agendas, minutes and follow up
  • Provide project management and support for CEO and Executive Team projects and initiatives


Travel Support

  • Preparing and confirming all travel and accommodation arrangements for CEO and resolving related difficulties
  • Preparing travel memos and travel materials prior to travel
  • Submitting reimbursements for corporate travel and business expenses on a timely basis


Administrative Support

  • Reviewing, analyzing, and developing administrative systems to improve the effectiveness and efficiency of workflow and reporting procedures
  • Identifying administrative needs and developing appropriate solutions
  • Developing and maintaining extensive filing system for correspondence, business matters, and related data
  • Developing and maintaining project tracking systems for CEO
  • Scheduling all meetings attended by CEO, including general staff meetings, weekly executive team meetings, weekly conference call with Board Chair, monthly conference calls with board committees, and weekly supervision meetings with direct reports
  • Screening requests for speaking engagements for CEO
  • Accessing and maintaining confidential records      
  • Maintaining strict confidentiality of all activities
  • Maintaining the confidentiality of and keep current CEO’s office records and files
  • Sitting in on meetings on behalf of the CEO 
  • Liaising between CEO and various departments to facilitate smooth daily operations within the organization
  • In Executive Assistant’s own judgment and discretion, creating and routing programs-related materials and inquiries to appropriate staff
  • Performing other related duties as assigned or requested.

 

Project Management

  • Creating project plans and managing expectations concerning their progress 
  • Assembling and coordinating projects for CEO and the Executive Team
  • Providing project updates and reports as required, project by project
  • Facilitating CEO’s project partnerships across BAI
  • Communicating with stakeholders regarding project needs and goals


Board Liaison

  • Liaising with the Board of Directors 
  • Providing staff support for Chair of the Board of Directors and Board Committee Chairs
  • Preparing agendas and packets for all board meetings

·       Taking notes and or minutes for several board and other committees, as needed; and tracking action items from meetings, correspondence, emails, and other sources

·       Planning and coordinating board meetings, executive events/meetings, and special events. Notifying appropriate board members of all committee and general meetings

·       Tracking expenses for the CEO, board and others as assigned


The Institute reserves the right to add or change duties at any time.


 


EDUCATION AND EXPERIENCE REQUIREMENTS:

  • Bachelor’s degree preferred, minimum 3 years’ experience supporting C-level executives

·      Exceptional verbal communication skills, with ability to communicate in a tactfully assertive manner

·      Exemplary interpersonal skills, with ability to interact effectively with all levels of the organization

·      Works well under tight deadlines; responding quickly to rapidly changing demands in a fast-paced environment

·      Exceptional ability to prioritize assigned tasks, solve issues as they arise and anticipate the CEO’s work needs

·      Superior organizational skills and great follow through

·      Incredibly detail oriented

·      Demonstrated ability to compose correspondence and documents, which often require an understanding of specific subject matter, standards and/or procedural guidelines

·      Strong scheduling, calendar management and expense report management

·      Can exercise excellent judgment and diplomacy in all interactions, using discretion in all matters while maintaining confidentiality

·      Flexible and able to quickly react to last minute changes

·      Superior travel coordination skills

·      Proficiency with the MS Office Suite (Word, Excel, PowerPoint, Access, Outlook) and social media

·      Experience planning and organizing events

·      Hustle and Attitude - Ten steps ahead of the CEO, anticipating every move in order to help conserve time and drive efficiency. Willing to do whatever it takes to get the job done with a consistently positive outlook and attitude

·      Creative problem-solver, proactive and self-motivated, with the ability to take direction

·      Proven ability to establish solid connections to build successful relationships

·      A helpful demeanor, focused on customer service

·      Ability to hit the ground running and take charge of the position

·      Flexibility in schedule to provide assistance outside of normal business hours, if needed


Physical and Sensory Requirements:

●     Ability to read, write and converse in English

●     Ability to communicate efficiently with staff, stakeholders, and vendors

●     Ability to remain calm and composed under stress

●     Bending, lifting, grasping, fine hand/eye coordination, pushing/pulling, and/or prolonged sitting/standing

●     Ability to respond to telephones and other auditory stimulation

●     Ability to organize

●     Quantitative/mathematical ability (addition, subtraction, multiplication, division, standard measurements)

●     Ability to evaluate/interpret information and make independent judgments/decisions


About the Black AIDS Institute

 

The Black AIDS Institute is the only national HIV/AIDS think and do tank focused exclusively on Black people. The Institute's mission is to stop the AIDS epidemic in Black communities by engaging and mobilizing Black institutions and individuals in efforts to confront HIV. The Institute interprets public and private sector HIV policies, conducts trainings, offers technical assistance, disseminates information and provides advocacy mobilization from a uniquely and unapologetically Black point of view. 

 

Our motto describes a commitment to self-preservation: “OUR PEOPLE, OUR PROBLEM, OUR SOLUTION.”

 

 

The Black AIDS Institute is an Equal Opportunity Employer.

For more information about the Black AIDS Institute visit www.BlackAIDS.org


 


                                                                       

BLACK AIDS INSTITUTE

Job Posting

Executive Assistant to the President and CEO

 



Overview

The Executive Assistant to the President and CEO is an important part of the Black AIDS Institute team being responsible for managing all aspects of…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    October 25, 2021
  • Application Deadline
    October 23, 2021
  • Education
    2-Year Degree Required

Salary

USD 56,000 - USD 60,000

Benefits

The Black AIDS Institute offers a competitive benefits package including medical, dental and life insurance, the premiums for which are covered 100% by the organization. We also offer substantial paid time off and 401K.

The Black AIDS Institute offers a competitive benefits package including medical, dental and life insurance, the premiums for which are covered 100% by the organization. We also…

Level of Language Proficiency

The ability to read, write and converse in English is required.

The ability to read, write and converse in English is required.

Location

On-site
1833 W 8th St, Los Angeles, CA 90057, USA

How to Apply

To apply, access the link provided. Submit a cover letter and resume. Initial screening will begin immediately and will continue until the position is filled. Incomplete submissions will not be considered. No phone calls or emails, please.

To apply, access the link provided. Submit a cover letter and resume. Initial screening will begin immediately and will continue until the position is filled. Incomplete…

Join Idealist

Sign up today to save your favorite jobs and get email alerts when new ones are posted.