The Executive Assistant is responsible for all matters pertaining to Kheir’s C - Level Executive Leadership, which includes the CEO, CFO, COO, and CAO. The assistant will be responsible for managing the C- Level Executive Leadership’s calendar and correspondence; communication with staff, Managers, and the Board; upholding relationships with board members, donors, and others important to the affairs of the organization; creating focal reports and presentations for the Executive office and staff team as necessary; monitoring staff report deadlines & quality; preparing for staff & board meetings; supporting/organizing large-scale events for staff and board; managing paper and electronic records; and completing projects as assigned.

• Provide daily reception, telephone & administrative support for C- Level Executive Leadership & office operations.
• Assist with program events & meetings.
• Manage budget records & payment requests.
• Maintain confidential files.
• Draft correspondence to staff and vendors.
• Create internal and external communication materials (including marketing and customer communication fliers), specific to the C-suite needs. (because agency materials will be Kimberly’s job)
• Update, record, and maintain electronic and hard copy client, contact, and administrative filing system and database.
• Perform general clerical duties to include but not limited to: photocopying, mailing, filing, office organization, shipping, and various errands as needed.
• Perform hospitality duties, including greeting guests, ordering & setting up for meeting meals, arranging site visits, providing “gatekeeper” support for the administrative office, etc.
• Prepare long-term and short-term projects, reports, correspondence, and other materials accurately, following established guidelines and procedures with little or no supervision.
• Coordinate staff calendars so that everyone attends meetings and they are prepared with the necessary and proper transportation, lodging arrangements, briefing, paperwork, documents, notes, and supplies.
• Brief C- Level Executive Leadership and staff before meeting, take detailed meeting minutes, and debrief information to necessary parties.
• Serve as the liaison between C- Level Executive Leadership with other department heads and staff.
• Collect outgoing mail from all staff, open and distribute incoming mail and if necessary respond to mail along with emails, and letters.
• Assist completing certificate renewals, doctor privilege applications, and credit applications for the organization.
• Update, record, and maintain electronic and hard copy client, contact, and administrative filing system and database.
• Identify and spearhead special projects.
• Other duties as assigned.
• Assist in planning, organizing & implementing special events, meetings, and funding campaigns for development/fundraising purposes.
• Assist in building the capacity of programs as directed.
• Conduct internet research on various topics & processes.
• Other duties as assigned.

• Effectively leverage C- Level Executive Leadership time, screen/prioritize appointment requests.
• Uphold responsibility for calendar management, requiring excellent communication skills, to include the coordination of meetings for the Executive Office, management, staff teams, and board.
• Arrange amenities for meetings as necessary.
• Assist C- Level Executive Leadership with the preparation & review of reports, presentation materials & other documents including agendas, minutes, thank you notes, etc., maintaining confidentiality where appropriate.
• Prioritize & manage multiple projects simultaneously.
• Orchestrate staff and Board retreats, including facilitation of special events and functions.

• Maturity and ability to work with difficult people & situations.
• Maintain confidentiality for any and all matters related to the C-suite.
• Ability to follow and provide detailed instructions.
• At least 3 years’ experience as an Administrative Assistant. Submit to a background check and sign confidentiality disclosure.
• Strong sense of judgment, discretion, and confidentiality.
• Strong knowledge of MS Office software (Word, Excel, PowerPoint & Outlook).
• Reliable transportation. Occasional evening and weekend work.
• Exceptional attention to detail & accuracy, including proofreading skills.
• Ability to interact with multiethnic clientele, especially those whose native language is not English.
• Ability to prioritize duties, multi-task in a fast-paced environment, and apply common sense when carrying out duties.
• Must have a valid CA Driver’s License, auto insurance & everyday access to a reliable vehicle.