Executive Assistant

Overview

LA Voice is seeking a full-time Executive Assistant to provide high-level administrative support for the Executive Director and other senior leaders including the Chief Operating Officer. The Executive Assistant will be a key partner to our Executive Director and other organizational leadership, providing not only administrative support but strategic thinking and structure that maximizes productivity and the ability of the organization to achieve its goals.

Essential Functions (to include, but not limited to):

Executive Director support (65%)
Manage calendar and scheduling for the Executive Director, coordinating in-person and Zoom meetings, phone calls, conferences, and travel
Assist with administrative tasks including tracking mileage, reporting expenses, and updating contact information
Monitor, respond to, and distribute incoming and outgoing electronic and hard copy communications on behalf of the Executive Director
Draft emails, documents, and correspondence on behalf of the Executive Director, ensuring clear and effective communication. Join meetings to take notes as needed.
Manage schedule priorities by surfacing questions, getting aligned on tradeoffs, ensuring enough space/travel time between appointments, and blocking dedicated workspaces
Develop systems to ensure the Executive Director is able to consistently relate to key external partners, including funders, organizational partners, and elected officials
Serve as a liaison between the Executive Director, his direct reports, other staff, and the Boards of Directors, ensuring staff and board members are able to get what they need from the ED to move work forward
Chief Operating Officer Support (15%)
Manage calendar and scheduling for Chief Operating Officer, coordinating in-person and Zoom meetings, phone calls, conferences, and travel
Assist with administrative tasks including tracking mileage, reporting expenses, and updating contact information for the Chief Operating Officer
Support the Chief Operating Officer with fundraising efforts by tracking, organizing, and attending meetings with key funders and donors and ensuring the next steps are communicated to the development team.
Other administrative support (20%)
Organize and schedule all staff meetings and retreats, both in-person and virtual
Support LA Voice and LA Voice Action Board of Directors by coordinating monthly meetings and managing Board communication, including emails, agendas, and supplementary materials.
Attend board meetings to take notes and follow up on the next steps. Assist with board recruitment, orientation, and appointments.
Additional administrative and logistical support meetings for other senior team members, including coordination and logistics in addition to drafting agendas and other materials
Occasionally provide office management support when members of the Operations team are out of the office or on vacation

Required Qualifications:

Track record of providing successful administrative support at the executive level
Ability to prioritize and manage time and multiple projects
Excellent written and verbal communication skills; able to represent the organization and senior leadership in a variety of settings
Proactive about identifying and filling needs, able to effectively ‘manage up’ to support leadership in meeting goals
Ability to interact collaboratively and clearly with staff (at all levels) in a fast-paced, dynamic environment
Excellent written and verbal communication skills
Experience successfully creating and/or modifying processes to improve efficiency
Ability to maintain a high level of professionalism, discretion, and confidentiality, 100% follow-through
Commitment to LA Voice’s mission and fostering an equitable culture of belonging across our organization in alignment with our organizational values
Facility with technology: experience with MS Office Suite and Google G-Suite, ability to put together professional documents and presentations
Available for some weeknight and weekend work

Preferred Qualifications:

Familiarity with any of the following databases: Salesforce, WordPress, ActionNetwork, PDI, Dropbox
Basic IT troubleshooting skills
English fluency is required, second language a plus, including but not limited to Spanish, Tagalog, or Mandarin.
Experience with community organizing and/or social justice organizations.
Lived experience with the issues our organization works on Familiarity with faith communities
A bachelor’s degree combined with some form of ongoing education–a Master’s Degree, writing courses, e.g.

Compensation and Benefits:

A Full-Time position.
Salary is competitive dependent on experience, in a range between $60,000-$80,000.
Generous benefits package including matching 401(k), 15 days paid vacation increasing to 20 after 3 years of service (plus holidays, including the week between Christmas and New Year), and medical, dental, and vision insurance.
LA Voice is an Equal Opportunity Employer and does not discriminate against any employee or applicant because of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information, veteran status, marital status, pregnancy or related condition ((including breastfeeding), or any other basis protected by law.

Application Procedure:

All applicants must apply for this position online via organizingcareers.org. Please have the following four (4) documents ready to upload to your online application:

An electronic file of your resume (preferably in PDF format)
A cover letter (stating why you would be the ideal person for this position and why LA Voice is a fit for you in your life and career);
Two writing samples (demonstrating your ability to think critically and communicate effectively).

If you need assistance or experience any technical difficulties with your online application, please contact careers@faithinaction.org.  Resumes will not be accepted via this email address. You may encounter difficulties if using Google Chrome as your browser. If so, please try another browser.