Executive Assistant Needed Immediately

Unclassified - Los Angeles, CA

Full-time - Executive

Los Angeles, CA

About the position

The Executive Assistant position is a vital role within our well-known non-profit organization, providing comprehensive administrative support to ensure the smooth operation of the office. The successful candidate will be responsible for greeting and directing visitors and clients in a cordial manner, creating a welcoming environment that reflects the values of our organization. This role requires a proactive individual who can screen and route incoming calls, faxes, and correspondence, responding independently when possible to enhance efficiency and communication within the team. In addition to front desk duties, the Executive Assistant will assist in organizing sales events, which includes arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling the event budget. The ability to compose and prepare confidential correspondence, reports, and other complex documents using Microsoft Word, Excel, Outlook, and PowerPoint is essential. Familiarity with Access and Visio is a plus, as the role also involves developing high-end written PowerPoint presentations that effectively communicate our mission and goals. The Executive Assistant will be responsible for reconciling staff corporate credit card accounts and preparing and submitting expense reports, ensuring accuracy and compliance with organizational policies. This position also requires arranging complex and detailed travel arrangements and itineraries, showcasing the candidate's organizational skills and attention to detail. Additionally, the Executive Assistant will manage office supplies, name badges, and business cards, contributing to the overall efficiency of the office operations.

Responsibilities

• Greets and directs visitors and clients cordially.
• Screens/routes incoming calls, faxes, and correspondence, responding independently when possible.
• Assists with organizing sales events by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budget.
• Composes and prepares confidential correspondence, reports, and other complex documents using Word, Excel, Outlook, and PowerPoint.
• Assists in developing high-end written PowerPoint presentations.
• Reconciles staff's corporate credit card accounts and prepares and submits expense reports.
• Arranges complex and detailed travel arrangements and itineraries.
• Orders and maintains office supplies, name badges, and business cards.

Requirements

• Non-Profit background is a plus!
• High School Diploma required; Bachelor's Degree preferred.
• Minimum five (5) years of administrative experience preferred.
• Professional appearance and manner.
• Must be a self-starter with a cooperative attitude and work well with others.
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Access and Visio experience is a plus.
• Ability to maintain highly confidential and detailed material.
• Ability to work independently, be flexible, prioritize work, and manage time efficiently in a fast-paced environment to meet deadlines.
• Well-developed interpersonal verbal and written communication skills.