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Los Angeles, United States Covenant House California Full timeJob DescriptionJob DescriptionJOB DESCRIPTION: Executive Assistant and Office ManagerCovenant House California (CHC) is seeking a dynamic and reliable individual to serve as theExecutive Assistant to the agency’s Chief Executive O?cer (CEO), Chief Program O?cer and ChiefFinancial O?cer and as O?ce Manager at the organization’s corporate o?ce in...
Executive Assistant and Office Manager
1 month ago
Career Opportunities with Covenant House California Executive Assistant and Office Manager (Full-Time) JOB DESCRIPTION: Executive Assistant and Office Manager Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as the Executive Assistant to the agency’s Chief Executive Officer (CEO), Chief Program Officer and Chief Financial Officer and as Office Manager at the organization’s corporate office in Hollywood, CA. This is a hybrid position that places the employee at the center of the organization’s operations and strategy. CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in Los Angeles, Orange County, Santa Clara, Santa Cruz and Alameda County. Serving over 2,000 youth each year through a broad spectrum of services, CHC has more than doubled in size during the past 3 years. The Executive Assistant is a key individual in serving the agency, as well as supporting the energetic and hard-driving Executive team, in effort to provide more solutions for youth experiencing homelessness by providing administrative bandwidth, support and cohesion on the leadership team. Covenant House California has a deep commitment to diversity, equity, inclusion, and equal opportunity. We are committed to building a team that is representative of the young people we serve. We value a diverse team of people whose lived expertise informs their relationship to our work. Women, trans-and gender-nonconforming folks, LGBTQ+ people, BIPOC (Black, Indigenous, People of Color) and individuals with disabilities are strongly encouraged to apply. POSITION SUMMARY : Under the general supervision of the agency’s Director of Operations in Los Angeles, this position is responsible for providing executive support to the CEO and executive staff and managing the office operations for Covenant House California (CHC). This role includes administrative support, purchasing, and facility coordination for the agency. The Executive Assistant and Office Manager maintains purchasing documents, files, administrative records, and databases, and coordinates with the CHC maintenance staff and Director of Operations for facility-related duties. CLASSIFICATION : Non-Exempt hourly, 40 hours per week PAY RATE : $36 per hour ESSENTIAL FUNCTIONS : Executive Support : • Promotes the mission and values of Covenant House California through all communication and support of the Executive staff. • Presents as the “face” and “voice” of the Executive Offices to the public, staff, clients and other stakeholders. • Handle telephone calls for the CEO, and when necessary, for resolution, transfers to the appropriate staff. • Provide comprehensive administrative support to the CEO, including managing the CEO’s calendar, scheduling meetings, preparing correspondence, and handling confidential information. • Coordinate and organize meetings, including preparing agendas, taking minutes, and distributing follow-up action items. • Assist with travel arrangements and expense reports for the CEO and other executive staff as needed. • Act as a liaison between the CEO and staff, board members, and external partners. • Coordinate office services and related activities of the CEO, Chief Program Officer and Chief Financial Officer including, but not limited to: o Maintain calendars and appointment schedule. o Screening of impromptu visitors to CEO’s and Executive office. o Scheduling and communication around Quarterly Board of Directors meetings, and the corresponding committee meetings. o Compile statistical information; develops reports and completes special projects when designated by the CEO. o Schedules and prepares agendas for regular and special called meetings, securing requested information and compiling various reports and studies. o Respond to correspondence not requiring the personal attention of the CEO. o Coordinate Executive Team meetings, including assembling agenda and information, record minutes, distribution of follow-up assignments and maintenance of records. o Maintain files and correspondence for the CEO, Board members and key staff. o Prepares required documentation and follow-up in the CEO’s and Executive office for authorized payment. o Sorting and distribution of all CHC mail to appropriate departments/case managers. o Open and prepares the CEO’s office mail and distributes appropriately. o Entering of donor contact information into Raiser’s Edge, on behalf of CEO. Office Management : • Oversee the day-to-day office operations, ensuring a well-organized and efficient workplace. • Manage office supplies inventory, ordering, and distribution to staff as needed. • Coordinate maintenance and repair services for office equipment and facilities. • Ensure compliance with health and safety regulations within the office environment. Purchasing : • Verify all approved requisitions and work orders, contact vendors for pricing and bids, and prepare purchase orders (PO) in accordance with established policies and procedures. • Coordinate with vendors to ensure timely and satisfactory delivery of goods and services. • Receive items ordered, compare with PO, distribute to requisitioners, and provide Accounts Payable with proof of receipt. • Maintain records and purchase orders of all contracts and leases of services and equipment, coordinating renewals with the Director of Operations and Finance staff. • Maintain inventory levels to minimize out-of-stock situations for general office supplies. • Coordinate with the maintenance worker to ensure vendors deliver and complete all purchase orders related to facility repair and maintenance satisfactorily. • Maintain all purchasing documents, files, and data to ensure the availability of documentation and compliance with established policies and procedures. Administrative Support : • Coordinate facility issues and emergencies with CHC maintenance staff and the Director of Operations for immediate resolution, including vendor contact, bids, and preparation of purchase orders. • Participate in meetings and workshops to convey and gather information required to perform job functions. • Interface with the agency’s Finance Department regarding purchasing, billing, and contract management for purchasing. • Assist Director of Operations in various administrative and clerical tasks as needed including data entry, filing, and follow-up to departments. Other related duties assigned from time to time. • Assist with all audit request and document needs. • Perform other related duties as assigned from time to time. JOB REQUIREMENTS: EDUCATION : Bachelor’s Degree preferred, or High School Diploma with at least 5 years of experience. EXPERIENCE : Minimum of three (5) years’ experience in comparable positions with proven results, preferably in a non-profit agency. SKILLS : College-level oral and written communication skills, as well as exceptional organizational skills. Capacity to handle multiple tasks, priorities and interactions with Board of Directors, staff, volunteers and clients effectively. Must be highly proficient in Microsoft Word, Excel, Power Point and Raiser’s Edge, etc. Attention to detail, ability to prioritize and handle multiple projects at one time and be able to work well with diverse personalities within a very fast-paced dynamic culture. TRANSPORTATION : Valid California driver’s license and a good driving record is highly recommended. WORKING CONDITIONS : General business/office environment. Must be able to lift up to 40-50 lbs. on occasion, bend, sit and stand for prolonged periods of time. On occasion, work outdoors in all weather conditions during facility check with the maintenance worker regarding completed POs which sometimes involve dust, noise and fumes. Some weekend/holiday work may be required. Full-time 40 hours per week. EQUIPMENT USED : Computers, calculators, fax machines, telephone and other equipment required. Covenant House California does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients. Covenant House California is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression. #J-18808-Ljbffr
