Division Director Executive Assistant

3 months ago

Los Angeles, United States HOPICS Full time $22 - $25
Title:  Executive Assistant to Division Director                                                           
Division: HOPICS FLSA: Non-Exempt, 30-40 hours/week                                       
Supervisor: Division Director of HOPICS Pay Range or Rate: DOE                                                                                        
Revised: 07.29.2021
Summary:Performs administrative duties for senior/executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting, and event arrangements; preparing reports and financial data; drafting written documents, training and supporting other administrative staff; and customer relations.  Experience working in homeless outreach or social services would be ideal.

Essential Functions:
  • Prepare and edit correspondence, communications, presentations, and other documents. 
  • Design and maintain databases. 
  • Review financial assistance and another check request for quality control. 
  • Extensive experience with excel expert level preferred.
  • Extensive experience handling heavy calendar management.
  • 2 to 4 years supporting non-profit executive director management level positions.
  • 2 to 4 years working in social services / homeless outreach programs.
  • Experience working in a fast paste administrative setting.
  • File and retrieve documents and reference materials. 
  • Conduct research, collect and analyze data to prepare reports and documents. 
  • Manage and maintain executives' schedules, appointments, and travel arrangements. 
  • Arrange and coordinate meetings and events. 
  • Record, transcribe and distribute minutes of meetings. 
  • Monitor, screen, respond to and distribute incoming communications. 
  • Answer and manage incoming calls. 
  • Receive and interact with incoming visitors. 
  • Liaise with internal staff at all levels. 
  • Interact with external partner organizations. 
  • Coordinate project-based work.
  • Provide scheduling and calendar maintenance support. 
  • Analyze and accumulate submitted management reports. 
  • Review operating practices and implement improvements where necessary. 
  • Provide training as necessary and appropriate to train lower-level staff. 
  • Must utilize processors, create spreadsheets and database applications, and conduct internet research as necessary.   
  • Develop flow charts, organizational charts, and other visual aid materials. 
  • Coordinate, plan and set up for meetings. 
  • Provide administrative support to the Director. 
  • Provide support to communications platforms, branding, and website. 
  • Work collaboratively with program staff, agency partners, and outside agencies. 
  • Attend all mandatory program and division meetings and training, as assigned by his/her supervisor and division director.   
  • Support for special projects. 
  • Assist with preparation for meetings and training and other group sessions as assigned. 
  •  Maintain appropriate boundaries, and adhere to SSG’s Code of Ethics and HOPICS Core Values. 
  • Represent the Agency in a professional manner at meetings and community events. 
  • Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2, and other funding requirements for audit purposes.  
  • Regular attendance is required. 
  • Other duties as needed. 

A monthly Covid19 Test is required for all full vaccination staff

Mandatory Covid19 Vaccination Requirement:COVID-19 Vaccination Required:  All staff is required to be fully COVID-19 vaccinated and to submit vaccination records to the HR Department during new hire orientation. 

 Fully COVID-19 vaccinated (2 weeks from last vaccination dose to be considered fully vaccinated)

Maintain and uphold the Agency mission statement, values, policies, procedures, and principles

All staff are required to take a monthly Covid19 test and submit it to the HR department
Secondary Functions:  
  • Perform other duties as assigned   Overtime, holiday, or weekend work may be required periodically. 
  • Supervisory Responsibilities. 
  • This position does not have any supervisory responsibilities. 
  • Environmental Conditions. (Working Conditions) 
  • This position is in response to working in “client-friendly” environments and may be required to visit other shelters and partner agencies.  There is some responsibility to work in noisy environments where children and unstable adults are few to talk loud and expressive. 

Physical Requirements:
  • S/he typically spends time sitting, standing, reading, writing, walking, thinking, filing, reaching, stapling and binding, typing, driving, carrying (max 25lbs), thinking, listening, and speaking. 

Mental Requirements:
  • This position will require the individual to be able to handle any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules: to be able to process information, think, and conceptualize. 

Minimum Qualifications - Knowledge, Skills, and Abilities Required:
  • Bachelor’s Degree in Business administration, organizational leadership, human services, or a related field.  More than two years of administrative support or analyst experience.  
  • High proficiency in Microsoft Word, Excel, PowerPoint, Visio (or similar software), Constant Contact (or similar web-based applications), and the Internet.  
  • If in recovery, a minimum of three (3) years of being drug and alcohol-free is required.  Knowledge of basic filling structure, ability to organize and manage multiple priorities.  
  • Ability to do concise documentation and effectively communicate in written and verbal form. 
  • Experience working with individuals from diverse cultural, ethnic, and socio-economic backgrounds.  Neat and professional appearance.  
  • Attention to detail and punctuality are required; the ability to communicate effectively, both written and orally required.  TB test, CPR, and First Aid certification required.  (Note: Results may not be more than (3) months prior to or (7) days after the date of hire and renewed annually thereafter.) 

Special Service for Groups is an Equal Opportunity Employer.

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