Executive Assistant

4 weeks ago

Los Angeles, California, United States Legal Aid Foundation of Los Angeles Full time
Job Summary

LAFLA seeks a highly-organized and experienced Executive Assistant to provide outstanding administrative support to the Executive Director. The Executive Assistant will ensure the smooth operation of the Office of the Executive Director by planning and managing key operational activities including: coordinating and supporting the calendar and activities of the Executive Director and other senior leaders including calls, meetings, presentations, and other communications.

Key Responsibilities
  • Support the Executive Director in all day-to-day activities including routine and high-level administrative tasks.
  • Develop materials (presentations, reports, scripts, etc.) for key meetings and events with staff, board members, partner organizations, and government officials.
  • Build an understanding of organizational structure along with a deep, strategic knowledge of the Executive Director's priorities to interact with internal and external partners on behalf of the Executive Director and manage the flow of information and contacts in and out of the Executive Director's office.
  • Support the committees of the Board of Directors, including coordinating meetings of the Board of Directors and its committees, maintaining board documentation, preparing meeting agendas, minutes and reports, and preparing and distributing board packets.
  • Perform administrative functions, in support of the Executive Director, such as note-taking, document preparation, invoice submission, and data entry.
  • Create databases, conducting research, and carrying out other projects as prescribed.
  • Serve as a gatekeeper and savvy time organizer to ensure effective calendaring, meeting schedule, and equitable prioritization of leadership time towards department needs.
  • Serve as a liaison between the Executive Director and senior-level management staff, members of the Board Directors, donors and volunteers.
  • Maintain quality filing and communications systems including electronic document management and archiving.
  • Manage documents requiring signatures and authorizations.
  • Coordinate travel arrangements, trainings, meetings and retreat logistics.
  • Assist with planning and coordinating agency events, such as All Staff meetings.
  • Provides administrative support to the Legal Directors by coordinating legal staff training registration, travel and other training logistics.
  • Draft and design general correspondences, memos, charts, tables, graphs, agendas, and minutes. Proofread copy for spelling, grammar, and layout, making appropriate changes.
  • Maintain governance and administrative files, including corporate documents, board meeting materials, contracts and vendor agreements, and travel and expense records.
  • Exercises diplomacy, independent judgment and initiative in screening incoming calls and correspondence in a wide range of areas requiring a thorough knowledge of LAFLA's procedures and policies.
  • Work on complex assignments and special projects where independent action and a high degree of initiative are required.
  • Contribute to the organization's DEI plan and goals (via surveys, interviews, etc), supporting all DEI initiatives and helping to promote inclusion in a thoughtful way.
Requirements
  • A bachelor's degree, and a minimum of 3 years of experience directly supporting a senior executive.
  • Prior experience providing administrative support and developing materials for board meetings including preparing agendas, minutes, reports and coordinating meeting logistics required.
  • Proven project management and project delivery experience.
  • Ability to manage, anticipate, coordinate and facilitate activities with colleagues.
  • Ability to build strong and sustainable relationships with people throughout the organization.
  • Ability to handle sensitive and confidential situations with diplomacy.
  • Demonstrated ability to manage multiple tasks and complex logistics in a high-pressure environment.
  • Must have excellent inter-personal skills including verbal and written communication skills.
  • Excellent organizational skills and attention to detail.
  • Highly experienced in electronic communications.
  • Strong work ethic/self-motivated multi-tasker.
  • Excellent computer proficiency and demonstrated ability to utilize Microsoft Office 365 suite (Word, Excel,PowerPoint, Outlook), Adobe Acrobat, and video-conferencing software.
  • Must be able to exercise independent judgment and initiative.
  • Must be able to create reports, handle correspondence and compose letters independently or from oral or written instructions.
  • Must be able to work evenings, and weekends as required.
  • Must have the ability to travel locally.
How to Apply

Please submit a cover letter and resume online to . Include "Executive Assistant" in the subject line.

Introductory Period

A six-month introductory period will be required.

Equal Opportunity Employer

Selection will be based solely on merit and will be without discrimination because of race, color, national origin, ancestry, ethnicity, citizenship, creed, sex, gender, sexual orientation, gender identity, transgender status, age, religion, genetic information, physical or mental disability, medical condition, military or veteran status, pregnancy, childbirth or related medical condition, marital or registered domestic partners status, or any other legally protected status.

The company is committed to equal employment opportunity and providing reasonable accommodations to qualified candidates and employees pursuant to applicable law. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, military and veteran status, gender identity or expression, genetic information, or any other characteristic protected by federal, state, or local law. If you require reasonable accommodation as part of the application process or expect to require an accommodation if hired, please contact .

Benefits and Compensation

LAFLA offers a diverse environment with competitive compensation based on comparable public interest salaries. We also offer a generous benefits package for full-time employees including medical, dental, and vision for employees and dependents, life insurance, long-term disability and long-term care insurance, and 403(b) retirement plan. Employees may also qualify for bilingual supplements, law student loan reimbursements, and a cell phone stipend.

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