Executive Assistant - Las Best : Job Details

Collaborate, Lead, And Drive Change As The Executive Assistant To LA's BEST's President & CEO!About LA's BESTEstablished 35 years ago, LA's BEST is a safe and engaging afterschool enrichment program for elementary school students in neighborhoods with the highest needs yet fewest resources. Beyond academics, our programming nurtures social and emotional connections with trained and caring adults. LA's BEST prepares and inspires staff to empower children to create lives full of choices and supports working families across Los Angeles.LA's BEST is a unique partnership between the private and public sectors providing afterschool enrichment. Los Angeles Unified School District (LAUSD) operates the program. Advocating for public, government allocations and fundraising from the private sector comprise the nonprofit entity. These branches collaborate to maintain, expand and enhance equitable programming that benefits staff, children and working families living across Los Angeles.At LA's BEST, we believe that diversity fuels innovation, creativity, and success. We are committed to fostering an inclusive workplace where every individual's unique perspectives, backgrounds, and experiences are valued and celebrated. As we continue to grow and evolve, we are dedicated to building a team that reflects the diversity of the communities we serve. We encourage applications from individuals of all races, ethnicities, genders, sexual orientations, abilities, ages, religions, and socioeconomic backgrounds. Join us in our mission to create an environment where everyone feels empowered to thrive and contribute their best work. Your voice matters, and we invite you to bring your authentic self to our team.Job Overview and ResponsibilitiesReporting to the President & Chief Executive Officer (CEO), the Executive Assistant is responsible for managing the President & CEO's calendar, drafting correspondence, and coordinating meetings and events. The Executive Assistant will also prepare presentations, manage contacts, and ensure seamless communication between the President & CEO and internal/external stakeholders. This position will utilize a keen eye for detail and exceptional organizational skills to anticipate the needs of the President & CEO, proactively coordinating logistical arrangements, and maintaining efficient systems to keep them informed and prepared for upcoming commitments. The Executive Assistant will manage travel arrangements, process expense reports, and assist with various projects as needed, contributing to the overall success of LA's BEST. Core responsibilities may include: Administrative Support (approximately 50%):

• Drafting and preparing correspondence, memos, and reports on behalf of LA's BEST's President & CEO.
• Managing the President & CEO's contacts database, ensuring accuracy and updating as needed.
• Coordinating the agenda for applicable meetings hosted by the President & CEO, including scheduling and distributing materials.
• Taking comprehensive meeting notes on behalf of the President & CEO to identify action items and follow up on assigned tasks.
• Proactively establishing systems to keep the President & CEO informed of upcoming commitments and responsibilities.
• Submitting the President & CEO's expenses and reimbursement requests accurately and in a timely manner.

Communication & Coordination (approximately 50%):

• Managing the President & CEO's calendar and scheduling and coordinating calls, meetings, and events with internal and external stakeholders.
• Acting as a liaison between the President & CEO and internal and external stakeholders to ensure seamless communication.
• Identifying meeting objectives to prioritize business needs, providing updates on changes in meeting participation and scheduling.
• Preparing presentations and decks for various subject matters, maintaining consistency and professionalism in content and format.
• Arranging and confirming all logistics for the President & CEO's meetings and events, including room setup, technology setup, and materials preparation.
• Coordinating the President & CEO's travel arrangements and preparing detailed itineraries, monitoring travel details and providing real-time updates as necessary.
• Assisting with the coordination of special events and celebrations, ensuring smooth execution and participant satisfaction.
• Collaborating with other LA's BEST staff on key initiatives or special projects as assigned, contributing to the overall success of the organization.
• Maintains a professional demeanor when receiving direct feedback and demonstrates the ability to work closely with the President & CEO without taking feedback or interactions personally, ensuring a productive and supportive working relationship.

Core Competencies

• Ability to maintain regular and consistent attendance.
• Ability to manage multiple tasks simultaneously and prioritize effectively to meet deadlines.
• Strong attention to detail to ensure accuracy in all tasks and communications.
• Proficiency in establishing and maintaining efficient systems to organize schedules, contacts, and documents.
• Excellent written and verbal communication skills to draft correspondence, memos, and reports professionally.
• Effective interpersonal skills to liaise between the President & CEO and internal and external stakeholders.
• Clear and concise communication style to convey meeting objectives, updates, and instructions effectively.
• Flexibility to adapt to changing priorities and to face unexpected challenges with composure.
• Ability to adjust schedules and logistical arrangements efficiently to accommodate evolving needs.
• Resourcefulness to anticipate potential issues and proactively address them to ensure smooth operations.
• Critical thinking skills to identify solutions and resolve problems independently.
• Proficient in using calendar management software and office productivity tools (e.g., Microsoft Office Suite, Google Workspace) to manage schedules, documents, and communications.
• Familiarity with expense management systems and travel booking platforms to process reimbursements and coordinate travel arrangements effectively.
• Ability to work collaboratively with colleagues across departments to support organizational initiatives and special projects.
• Maintains a high level of professionalism and confidentiality when handling sensitive information and interactions.
• Demonstrates integrity and discretion in all communications and interactions on behalf of the President & CEO and LA's BEST.
• Maintains a professional demeanor when receiving direct feedback and demonstrates the ability to work closely with the President & CEO without taking feedback or interactions personally, ensuring a productive and supportive working relationship.

Qualifications and Experience Requirements

• Bachelor's degree in business administration or a related field is preferred. One year of relevant work experience may be substituted for one year of education.
• Minimum of 3 years of experience as an executive assistant or a similar administrative support role is required.
• Proven track record of effectively managing calendars, drafting correspondence, and coordinating meetings and events.
• Proficiency in drafting professional correspondence, memos, and reports.
• Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively.
• Excellent written and verbal communication skills with the ability to maintain clear and concise communication with internal and external stakeholders.
• Strong interpersonal skills to act as a liaison between the President & CEO and various stakeholders.
• Proficiency in using calendar management software and office productivity tools such as Microsoft Office Suite and Google Workspace.
• Familiarity with expense management systems and travel booking platforms.
• Critical thinking skills to identify solutions and resolve problems independently.
• Maintains a high level of professionalism and confidentiality when handling sensitive information and interactions.
• Demonstrates integrity and discretion in all communications and interactions on behalf of the President & CEO and the organization.

Compensation $70,000 - $78,000; commensurate with experience.Work LocationCurrently, there is a hybrid work environment with two days per week required at the office in downtown Los Angeles. This requirement is likely to shift to three days per week required at the office, beginning in the first quarter of the 2025 calendar year. Occasional evening and weekend work may be required throughout the year. Candidates must also be able to travel to school sites and meetings/events within Los Angeles County on a semi-regular basis and have access to reliable and timely transportation. Company BenefitsLA's BEST provides Employer paid medical, dental, & vision insurance for employees, life insurance, short-term and long-term disability coverage, 401(k) retirement plan with an employer match after six months of continuous employment, paid time off, cell phone stipend, and other benefits.Equal OpportunityLA's BEST is an equal opportunity employer (EOE). Qualified applicants are considered for employment without regard to age, race, religion, gender, sexual orientation, national origin, and disability or veteran status. If you need assistance or an accommodation during the application process because of a disability, it is available upon request (LA's BEST is pleased to provide such assistance, and no applicant will be penalized as a result of such a request). How to ApplyPlease submit a resume and cover letter with your application. Applications will be accepted on a rolling basis until the position is filled. Please note that incomplete applications will not be considered.