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Posted : Saturday, June 15, 2024 04:23 AM
*Summary *
Under the general supervision of the Chief Executive Officer (CEO), the Executive Assistant shall provide administrative assistance to improve the efficiency and maximize the productivity in the CEO role in the agency.
The core responsibility of this position is to be the senior customer service representative for AADAP.
It is critical that this person is competent in interpersonal communication.
This position serves as a liaison by coordinating activities among, and expediting communications with the Management Team, Board of Directors, agency staff, funding agencies, and the community at large on behalf of the CEO.
The Executive Assistant also serves as the primary support staff for the Management Team and the Board of Directors.
Currently the Administrative Operations needs support with Development and Fundraising activities.
We are looking for someone who can help with technical writing for proposals and the ability to build relationships that will bring value to the agency.
The Executive Assistant is an exempt position at the Coordinator Level.
The physical classification is at the Moderate Duty level, which includes the occasional lifting of materials and the organization of supplies.
This position is expected to come into the office and is to have a personal vehicle for possible in-person meetings or the transportation of packages and documentation.
*Role and Responsibilities* _PROVIDE ADMINISTRATIVE SUPPORT FOR THE CEO (70%):_ * Coordinate the calendar, schedule, and meetings of the CEO.
* Screen CEO telephone calls and assist him in his telephone and e-mail communications.
* Compose and process various memos and correspondence for the CEO including letters of support and collaboration, letters to funding agencies, position statements on legislation, memos to staff and * Board, and various other communications.
Assist the CEO in proposal writing and grantsmanship activities.
* Manage the opening and distribution of the CEO’s mail and other incoming correspondence.
This includes circulating material to staff, distributing to the Board, and ensuring the accurate distribution of grants and contracts correspondence and documents.
* Assist in the maintenance of the Central Files System and manage the CEO‘s files.
* Assist the CEO in budget development, budget implementation, and manage Community Representation and Dues & Subscriptions budget lines.
* Assist with unanticipated events such as COVID-19 pandemic emergencies, funding issues, customer crisis situation & community based needs.
_PROVIDE ADMINISTRATIVE SUPPORT FOR THE BOARD OF DIRECTORS (10%):_ * Prepare and send the monthly Board mail-out packet to include agendas, minutes, policy documents, monthly reports, etc.
, and coordinate the scheduled meetings of the Board.
* Take minutes at the Board of Directors meetings.
* Oversee the communications between the Board of Directors and the Management Team.
* Oversee the maintenance of the Board of Directors files in the Central files.
_PROVIDE MANAGEMENT TEAM SUPPORT (10%):_ * Take minutes at the Management Team meetings.
* Sort, copy, & route appropriate correspondence to the Management Team.
* Develop the Management Team agenda and packets for the weekly Management Team meeting.
* Act as the Management team representative for the Coordinators’ Meeting.
_PROVIDE SUPPORT TO THE ADMINISTRATION AND OTHER UNITS(10%):_ * Cross train in the support functions of the administrative support staff and serve as back-up to them.
* Assist in the planning and implementation of the agency's fundraising events.
* Assist and support the various morale-boosting activities, e.
g.
, the Holiday Committee.
* Additional duties as assigned * Regular work schedule may need to be adjusted for specific situations as dictated by program needs.
_Qualifications and Education Requirements_ * Four-year college education related to field or equivalent work experience related to field.
* Permanent resident or U.
S.
Citizen; proof of work eligibility upon hiring.
* Valid California Driver's License and current automobile liability insurance.
* Must have at least three years of recovery or drug free lifestyle as of the date of application.
* Must be able to work with people of diverse cultural, educational, social, and economic backgrounds.
* Demonstrated knowledge of office procedures and practices, office equipment operations, computer and internet operations, and standard office software.
* Skills in writing include proofing, editing, composing and typing of 60 wpm.
* Ability to get along well with others, be punctual, pleasant, and tactful with professional appearance and conduct.
* Ability to establish and maintain effective working relationships with supervisors, coworkers, clients, and their families, community organizations, and the general public.
* _Preferred Skills_ * Bilingual or bicultural capabilities with Los Angeles County threshold languages: Arabic, Armenian, Cantonese, Farsi, Urdu, Khmer (Cambodian), Korean, Mandarin, Russian, Spanish, Tagalog, Vietnamese, and other Chinese languages.
* Experience with publicly funded grants and contracts.
* Knowledge and experience with political and public policy processes and circles.
* Ability for dictation or speed writing and previous experience at the executive assistant level.
* General Requirements and Knowledge, Skills, and Abilities (KSA’s): * Permanent resident or U.
S.
Citizen; proof of work eligibility upon hiring.
* Must have three (3) years of recovery or drug free lifestyle as of the date of the application.
* Must provide proof of full vaccination and 1st Booster against Covid-19 upon hiring.
* Ability to get along well with others, be punctual, pleasant, and tactful with professional appearance and conduct.
* Ability to establish and maintain effective working relationships with supervisors, coworkers, clients and their families, community organizations, and the general public.
* Ability to be culturally competent of age groups, gender identity, sexual orientation, spiritual beliefs, socioeconomic status, and diverse cultures.
_Physical Requirements:_ *Moderate Duty* This class requires that the incumbent stand or walk most of the time with bending, stooping, squatting, twisting reaching, working or irregular surfaces, occasional lifting of objects over 25 pounds, and frequent lifting of 10-25 pounds.
Ascending and descending ladders and staircase will be more frequent.
An example is this position frequently will be moving and organizing agency supplies.
_*AADAP, INC.
IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND ADHERES TO HIRING PRACTICES IN ACCORDANCE WITH FEDERAL AND STATE REGULATIONS*_ Job Type: Full-time Pay: $23.
08 - $26.
44 per hour Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Life insurance Schedule: * Day shift * Monday to Friday Ability to Relocate: * Los Angeles, CA 90016: Relocate before starting work (Required) Work Location: In person
The core responsibility of this position is to be the senior customer service representative for AADAP.
It is critical that this person is competent in interpersonal communication.
This position serves as a liaison by coordinating activities among, and expediting communications with the Management Team, Board of Directors, agency staff, funding agencies, and the community at large on behalf of the CEO.
The Executive Assistant also serves as the primary support staff for the Management Team and the Board of Directors.
Currently the Administrative Operations needs support with Development and Fundraising activities.
We are looking for someone who can help with technical writing for proposals and the ability to build relationships that will bring value to the agency.
The Executive Assistant is an exempt position at the Coordinator Level.
The physical classification is at the Moderate Duty level, which includes the occasional lifting of materials and the organization of supplies.
This position is expected to come into the office and is to have a personal vehicle for possible in-person meetings or the transportation of packages and documentation.
*Role and Responsibilities* _PROVIDE ADMINISTRATIVE SUPPORT FOR THE CEO (70%):_ * Coordinate the calendar, schedule, and meetings of the CEO.
* Screen CEO telephone calls and assist him in his telephone and e-mail communications.
* Compose and process various memos and correspondence for the CEO including letters of support and collaboration, letters to funding agencies, position statements on legislation, memos to staff and * Board, and various other communications.
Assist the CEO in proposal writing and grantsmanship activities.
* Manage the opening and distribution of the CEO’s mail and other incoming correspondence.
This includes circulating material to staff, distributing to the Board, and ensuring the accurate distribution of grants and contracts correspondence and documents.
* Assist in the maintenance of the Central Files System and manage the CEO‘s files.
* Assist the CEO in budget development, budget implementation, and manage Community Representation and Dues & Subscriptions budget lines.
* Assist with unanticipated events such as COVID-19 pandemic emergencies, funding issues, customer crisis situation & community based needs.
_PROVIDE ADMINISTRATIVE SUPPORT FOR THE BOARD OF DIRECTORS (10%):_ * Prepare and send the monthly Board mail-out packet to include agendas, minutes, policy documents, monthly reports, etc.
, and coordinate the scheduled meetings of the Board.
* Take minutes at the Board of Directors meetings.
* Oversee the communications between the Board of Directors and the Management Team.
* Oversee the maintenance of the Board of Directors files in the Central files.
_PROVIDE MANAGEMENT TEAM SUPPORT (10%):_ * Take minutes at the Management Team meetings.
* Sort, copy, & route appropriate correspondence to the Management Team.
* Develop the Management Team agenda and packets for the weekly Management Team meeting.
* Act as the Management team representative for the Coordinators’ Meeting.
_PROVIDE SUPPORT TO THE ADMINISTRATION AND OTHER UNITS(10%):_ * Cross train in the support functions of the administrative support staff and serve as back-up to them.
* Assist in the planning and implementation of the agency's fundraising events.
* Assist and support the various morale-boosting activities, e.
g.
, the Holiday Committee.
* Additional duties as assigned * Regular work schedule may need to be adjusted for specific situations as dictated by program needs.
_Qualifications and Education Requirements_ * Four-year college education related to field or equivalent work experience related to field.
* Permanent resident or U.
S.
Citizen; proof of work eligibility upon hiring.
* Valid California Driver's License and current automobile liability insurance.
* Must have at least three years of recovery or drug free lifestyle as of the date of application.
* Must be able to work with people of diverse cultural, educational, social, and economic backgrounds.
* Demonstrated knowledge of office procedures and practices, office equipment operations, computer and internet operations, and standard office software.
* Skills in writing include proofing, editing, composing and typing of 60 wpm.
* Ability to get along well with others, be punctual, pleasant, and tactful with professional appearance and conduct.
* Ability to establish and maintain effective working relationships with supervisors, coworkers, clients, and their families, community organizations, and the general public.
* _Preferred Skills_ * Bilingual or bicultural capabilities with Los Angeles County threshold languages: Arabic, Armenian, Cantonese, Farsi, Urdu, Khmer (Cambodian), Korean, Mandarin, Russian, Spanish, Tagalog, Vietnamese, and other Chinese languages.
* Experience with publicly funded grants and contracts.
* Knowledge and experience with political and public policy processes and circles.
* Ability for dictation or speed writing and previous experience at the executive assistant level.
* General Requirements and Knowledge, Skills, and Abilities (KSA’s): * Permanent resident or U.
S.
Citizen; proof of work eligibility upon hiring.
* Must have three (3) years of recovery or drug free lifestyle as of the date of the application.
* Must provide proof of full vaccination and 1st Booster against Covid-19 upon hiring.
* Ability to get along well with others, be punctual, pleasant, and tactful with professional appearance and conduct.
* Ability to establish and maintain effective working relationships with supervisors, coworkers, clients and their families, community organizations, and the general public.
* Ability to be culturally competent of age groups, gender identity, sexual orientation, spiritual beliefs, socioeconomic status, and diverse cultures.
_Physical Requirements:_ *Moderate Duty* This class requires that the incumbent stand or walk most of the time with bending, stooping, squatting, twisting reaching, working or irregular surfaces, occasional lifting of objects over 25 pounds, and frequent lifting of 10-25 pounds.
Ascending and descending ladders and staircase will be more frequent.
An example is this position frequently will be moving and organizing agency supplies.
_*AADAP, INC.
IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND ADHERES TO HIRING PRACTICES IN ACCORDANCE WITH FEDERAL AND STATE REGULATIONS*_ Job Type: Full-time Pay: $23.
08 - $26.
44 per hour Benefits: * 401(k) * 401(k) matching * Dental insurance * Health insurance * Life insurance Schedule: * Day shift * Monday to Friday Ability to Relocate: * Los Angeles, CA 90016: Relocate before starting work (Required) Work Location: In person
• Phone : NA
• Location : Los Angeles, CA
• Post ID: 9077826741
