Senior Executive & Personal Assistant

Reports to: Executive Director 

Status: Exempt, Full-time

Location: Hybrid (Remote/Los Angeles)

The Organization 

Our client is advancing social equity and justice for the Latino community and the Los Angeles region through power-building and policy advocacy. Their vision is to excite the Latino/a community to fully engage, contribute to, and benefit from a prosperous, multi-ethnic community. 

Position Summary 

Resumes with less than eight years of EA experience will be declined. 

Cover letters are required.

The Exectutive Assistant (EA) works directly with the Executive Director (ED) in Los Angeles, California. This position requires at least eight years in the field with a proven track record of exemplary skills. The candidate must be available from 8:30 am to 6 pm Monday to Friday with the flexibility to be occasionally available nights and weekends when needed. This is a Hybrid position with 60% remote. The successful candidate will be a flexible team player who is willing to adapt to changes, unafraid of challenges, and has excellent communication and critical thinking skills.

Responsibilities 

• Calendar and Schedule Management: Manage professional and personal scheduling, including agendas, scheduling, reminders, mail, email, phone calls, client management, and other company logistics. Provide individual support, such as coordinating child care, vacations, and personal calendars.
• Time Management: Track and record the ED’s time and manage the organizational and personal tasks for the ED and board.
• Project Management: Implement systems and processes to streamline and maximize ED time while adhering to the daily schedule.
• Research and Data Analysis
  • Researching industry trends and market opportunities
  • Data Collection: Compiling and analyzing data
  • Report Preparation: Preparing reports and presentations with insights and findings for executive review
• Client and Stakeholder Relations
  • Coordinate with all internal and external contacts
• Office and Administrative Support: 
  • Maintain professionalism and strict confidentiality
  • Travel coordination
• Personal Assistance

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, obligations, and activities may change, or new ones may be assigned at any time, with or without notice. 

Qualifications 

• Experience: Minimum eight years of experience providing senior-level executive support to C-suite Executives and board members required
• References: Excellent references are required.
• Education: Bachelor’s degree preferred.
• Language: Bilingual English Spanish preferred
• Technology Skills: Proficiency with office productivity tools and an aptitude for learning new software and systems required. Experience with Asana preferred.

Workload and Physical Demands 

The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing this position, the employee is regularly required to operate a personal computer for up to 8 hours a day, to talk on the telephone or webcam for multiple hours per day, and to have the ability to speak and hear. The employee is occasionally required to support outdoor events and to lift and/or move up to 40 pounds. This position occasionally requires weekend and evening work as needed; however, this will be planned well in advance whenever possible. 

Because this position requires direct interactions with others, the employee must be fully vaccinated against COVID-19, although reasonable accommodation requests will be considered. 

Equal Opportunity Employer 

Our client is an equal opportunity employer that values diversity. Our policy ensures that all individuals are treated equally regardless of age, color, disability, gender, marital status, national origin, religion, sexual orientation, expression, gender identity, or veteran status. All are given every opportunity to succeed.