Executive Assistant

Position Title:

Executive Assistant

Status:
Full Time

Department:
Executive Office

Reports to:

President & Chief Executive Officer

Position Summary:

The Executive Assistant will provide high-level administrative support to the President & CEO, with this being the primary responsibility and top priority of the role. In addition to this core function, the Executive Assistant will be responsible for coordinating special projects, internal and external event planning, and venue management. Serve as a liaison between the President and CEO to the Board of Directors.

EA Responsibilities:

* Assist the CEO in the timely management of all written, telephone, e-mail, social media, and voicemail communication with a variety of constituents.

* Prepare his daily and weekly agenda including pending items to be completed, via email, text one day before, and print as needed.

* Compose internal memos and external correspondence as needed and instructed by President & CEO, track responses and follow up permanently.

* Be responsible for heavy calendar management, requiring deep understanding of prioritization, interaction with both internal and external constituents, including staff, Board of Directors, other social service providers, donors, government officials, etc.

* Monitor CEO's electronic and "snail" mail and prioritize for his review and follow-up on them when directed.

* Assist CEO with development of materials for presentations.

* Organize and attend all meetings of the Board of Directors, Board committees, and the Executive Staff, and other meetings as needed, take notes, and assist with presentation of materials.

* Monitor monthly Board reports are provided by the team and prepare Board of Directors packets for monthly and a variety of meetings.

* Establish and maintain productive, appropriately professional relationships with internal and external constituents with whom the President & CEO has contact.

* Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.

* Maintain file of all grants and grant applications, programmatic contracts, MOU's, etc.

* Make contact with outside parties as requested by supervisor.

* Performs customer service functions by answering employee requests and questions.

* Other related projects as assigned duties by President & CEO

* Provide project management support for CEO-assigned initiatives and cross-departmental efforts. Track project timelines, deliverables, and ensure follow-through with key stakeholders.

* Support internal initiatives including but not limited to wellness campaigns, cultural events, board meetings and retreats and staff engagement projects.

Event Planning & Coordination

* Assist in planning and executing key organizational events, including but not limited to:

* Annual Gala/Banquet

* Staff Meetings and Retreats

* Annual Staff Holiday Celebration

* Events organized by the Internal Affairs Committee

LA Celebrations Venue Support (Lead Planner & Point of Contact)

* Serve as the primary point of contact for all LA Celebrations inquiries, bookings, event coordination and external venue promotion opportunities.

* Conduct initial client consultations and venue tours to assess event needs and propose solutions.

* Create and manage event timelines, task checklists, and vendor schedules for each booking.

* Coordinate walk-through and planning meetings with clients, vendors, and staff.

* Coordinate event set-up and breakdown, ensuring alignment with client expectations and venue guidelines.

* Maintain an up-to-date preferred vendor directory and build long-term relationships with trusted providers (catering, AV, décor, security, etc.).

* Manage client contracts and coordinate with Finance on billing reports and reconciliation.

* Lead post-event follow-up, including client satisfaction surveys and internal debriefs.

* Provide a monthly LA Celebrations Events & Finance Report to the CEO, highlighting:

* Hosted and upcoming events

* New client leads and pending inquiries

* Revenue and forecasting updates

* Maintain the LA Celebrations Events Master Calendar and ensure event timelines…