Executive Assistant and Office Manager

$74,880 - $74,880/Yr

Covenant House California - Los Angeles, CA

Full-time - Entry Level

Hybrid - Los Angeles, CA

Nursing and Residential Care Facilities

About the position

Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as the Executive Assistant to the agency's Chief Executive Officer (CEO), Chief Program Officer, and Chief Financial Officer, as well as the Office Manager at the organization's corporate office in Hollywood, CA. This hybrid position places the employee at the center of the organization's operations and strategy. CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in Los Angeles, Orange County, Santa Clara, Santa Cruz, and Alameda County, serving over 2,000 youth each year through a broad spectrum of services. The Executive Assistant is a key individual in serving the agency and supporting the energetic and hard-driving Executive team in their efforts to provide more solutions for youth experiencing homelessness by providing administrative bandwidth, support, and cohesion on the leadership team. Under the general supervision of the agency's Director of Operations in Los Angeles, this position is responsible for providing executive support to the CEO and executive staff and managing the office operations for Covenant House California. This role includes administrative support, purchasing, and facility coordination for the agency. The Executive Assistant and Office Manager maintains purchasing documents, files, administrative records, and databases, and coordinates with the CHC maintenance staff and Director of Operations for facility-related duties. The position promotes the mission and values of Covenant House California through all communication and support of the Executive staff, presenting as the “face” and “voice” of the Executive offices to the public, staff, clients, and other stakeholders.

Responsibilities

• Provide comprehensive administrative support to the CEO, including managing the CEO's calendar, scheduling meetings, preparing correspondence, and handling confidential information.
• Coordinate and organize meetings, including preparing agendas, taking minutes, and distributing follow-up action items.
• Assist with travel arrangements and expense reports for the CEO and other executive staff as needed.
• Act as a liaison between the CEO and staff, board members, and external partners.
• Oversee the day-to-day office operations, ensuring a well-organized and efficient workplace.
• Manage office supplies inventory, ordering, and distribution to staff as needed.
• Coordinate maintenance and repair services for office equipment and facilities.
• Ensure compliance with health and safety regulations within the office environment.
• Verify all approved requisitions and work orders, contact vendors for pricing and bids, and prepare purchase orders in accordance with established policies and procedures.
• Coordinate with vendors to ensure timely and satisfactory delivery of goods and services.
• Maintain records and purchase orders of all contracts and leases of services and equipment, coordinating renewals with the Director of Operations and Finance staff.
• Assist the Director of Operations in various administrative and clerical tasks as needed including data entry, filing, and follow-up to departments.

Requirements

• Bachelor's Degree preferred, or High School Diploma with at least 5 years of experience.
• Minimum of three (5) years' experience in comparable positions with proven results, preferably in a non-profit agency.
• Highly proficient in Microsoft Word, Excel, PowerPoint, and Raiser's Edge.
• Exceptional organizational skills and capacity to handle multiple tasks and priorities effectively.
• College-level oral and written communication skills.

Nice-to-haves

• Experience in a non-profit agency is preferred.
• Personal assistant experience is a plus.

Benefits

• Competitive hourly wage of $36 per hour.
• Full-time position with 40 hours per week.