Position Title: Executive Assistant Reports to: Executive Director
GENERAL DESCRIPTION The Executive Assistant provides highly complex professional administrative support to the Executive Director and the Administrative Services Division. This role requires managing board activities and meetings, records management, project tracking, and correspondence. The Executive Assistant will handle external communications with other agencies and officials, assist with meeting coordination, and ensure confidentiality in all matters. The position requires a high level of initiative and independent judgment, working under limited supervision. The role is not eligible for regular telecommuting and must be performed on-site.
ESSENTIAL FUNCTIONS
Provide general administrative support to the Executive Director, including scheduling meetings, managing purchases, coordinating travel arrangements, preparing and editing correspondence and documents, and performing other office duties.
Manage external communications between the Executive Director's office and other agencies, local governments, and member organizations, while maintaining agency records and the regional directory.
Coordinate all aspects of board and committee meetings, including preparing agendas and minutes, managing communications with members, and handling logistics.
Oversee records management in compliance with the Records Retention Policy, ensuring proper archiving of contracts, agendas, minutes, and membership records.
Coordinate arrangements for major meetings, events, and workshops, including logistical and contractual management, with occasional on-site support.
Handle special projects, including project tracking, legislative activity tracking, and general correspondence as required.
Maintain confidentiality and discretion in all matters, ensuring sensitive information is handled appropriately.
Serve as a resource for internal teams regarding administrative policies and procedures.
Other duties as assigned.
QUALIFICATIONS
Experience
Minimum of four years of experience in a professional administrative role, with responsibilities in office management, logistical planning, and meeting coordination.
Education
Graduation from a standard senior high school or equivalent.
Preferred Qualifications
Post-secondary education or certification in office administration, business administration, or management.
Experience working within a governmental entity, including knowledge of legal requirements related to open meetings and records retention.
Skills and Abilities
Strong secretarial skills with attention to detail.
Proficiency in SharePoint, Microsoft Word, Excel, and Outlook.
Excellent organizational and time-management skills with the ability to multi-task and prioritize.
Strong written and verbal communication skills.
Ability to coordinate meetings and manage external communications effectively.
Ability to maintain confidentiality and discretion in all communications and activities.
Familiarity with contract negotiation and vendor management is a plus.
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.