Performs highly complex (senior-level) professional administrative support to the organization's Executive Director and Administrative Services Division. Duties include managing board activities and meetings, records management and master files, project tracking and correspondence, overseeing front office/reception functions, and providing guidance and direction on administrative policies and procedures to other administrative assistants. Negotiates contracts for meetings, manages communications with external agencies and officials, and manages committee membership procedures and rosters. Works under limited supervision with considerable latitude for the use of initiative and independent judgment.
ESSENTIAL FUNCTIONS
Essential duties and functions include the following. Other related duties may be assigned.
Provides general administrative support for the Executive Director, including scheduling meetings, purchases, travel arrangements and reporting, preparation and editing of correspondence and documents, and other general office duties.
Manages general communications between the Executive Director's office and other organizations, local governments, and member entities and assists with agency records, master mail, the regional directory, and other membership records.
Manages all General Assembly and Executive Committee meeting activities, including agendas and minutes, coordination and correspondence with members, advisory committee membership, and appointments.
Maintains all central and agency master files in accordance with the Records Retention Policy as the Records Retention Liaison, including archives, all contracts, agendas and minutes, and membership records.
Oversees front office coordinator and functions performed, including mail, copy and print jobs, deliveries, call handling and customer service, support for finance staff, and other support projects identified. Manages backup schedule with other administrative assistants and scheduling contract temporary help.
Oversees the maintenance of a central calendar for all organization meetings and functions and acts as backup for scheduling functions, including the use of all meeting space.
Manages arrangements for major meetings, events, and workshops held off-site, including contractual and logistical arrangements; may provide on-site management.
May assist with project tracking, general correspondence, legislative activity tracking, and other special projects requiring research or coordination.
Assists HR Coordinator with records management, serves as backup to HR Coordinator when needed, and coordinates the employment of temporary employees when needed.
Trains division administrative assistants on routine policies and procedures related to meeting management and open meetings compliance, travel documentation, procurement and contracts, and other administrative issues.
Assists with reporting building and facilities issues related to scheduling, minor repairs, and reporting to property management.
Knowledge, Skills, and Abilities
Must have experience with Sharepoint
Organizational skills, time management, and the ability to multi-task.
Skill in the use of computers and software, including Microsoft Word, Excel, and Outlook, with expert skill and ability to use the software to perform the duties of the position.
Strong written and verbal communication skills.
Skill in vendor contract negotiation and management.
Ability to develop spreadsheets and databases.
Ability to function in e-mail and internet applications.
Ability to develop specific goals and plans to prioritize, organize, and accomplish work
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. To the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.