18 Executive & Communications Assistant Jobs in Santa Monica, CA
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University of California - Los Angeles Health
Santa Monica, CA | Full Time
$60k-74k (estimate)
2 Months Ago
U
Executive & Communications Assistant
$76k-94k (estimate)
Full Time
2 Months Ago
Upward Bound House is Hiring an Executive & Communications Assistant Near Santa Monica, CA
Organizational Overview
Upward Bound House (UBH) is dedicated to ending the cycle of intergenerational family homelessness. We compassionately provide a continuum of services ranging from crisis housing to permanent housing and homelessness prevention. With over 30 years of experience in family homelessness, UBH is a leading services provider, contributing to and advocating for lasting solutions to end family homelessness. Our diverse team is passionate about our mission. UBH provides a supportive, caring and merit-based environment for team members and is vested in their growth and development.
Position Summary
The Executive & Communications Assistant will provide high-level administrative support to the CEO and other Executive Committee members. Reporting directly to the CEO, the Executive & Communications Assistant provides executive support in a one-on-one working relationship. The Executive & Communications Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive & Communications Assistant must be creative and enjoy working within a high-paced environment. The role’s objective is to provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.
ESSENTIAL FUNCTIONS
Executive Support
- Provide sophisticated calendar management for CEO. Completes a broad variety of administrative tasks for the CEO including: sustaining and managing an active daily calendar of meetings and events; arranging travel and accommodations for management; completing expense reports; composing and preparing correspondence that is sometimes confidential and agendas; and compiling documents for meetings. Prioritizes inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; completing adhoc projects as assigned; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; and composing and preparing correspondence; maintaining contact lists; assisting in preparing and managing presentations and decks.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Welcome the CEO’s guests by greeting them, in person or on the phone; answering or directing inquiries. Represent the organization and the CEO in a positive light through great follow-through skills and sound judgment. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy. Provide backup support for the front desk.
- Work closely with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Conserve the CEO's time by reading, researching, collecting and analyzing information as needed, in advance.
- Coordinate all Executive/Management Team meetings and retreats and assist with staff meetings and events as needed. Track tasks assigned by CEO to direct reports and other management team members to ensure deliverables are completed on time
- Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, maintain credibility, trust, and support with the Executive/Management Team. Use discretion, confidentiality, and good judgment to handle C-Level matters. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO. Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
- Work with the Executive/Management Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships. Be responsive to emails/texts/phone calls; manage the CEO’s contacts.
- Tracks matters escalated to the CEO. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; Ensures appropriate course of action, referral, or response upon consultation with CEO.
- Other projects/duties as assigned for the overall benefit of the organization.
Board Support and Liaison
- Records, produces, disseminates and archives the official record of all Board of Directors and Committee meetings and prepares materials and logistics necessary for Board activities;
- Maintain discretion and confidentiality in relationships with all Board members;
- Prepare Board and Committee meeting minutes for CEO within 72 hours of meetings;
- Comply with applicable rules and regulations set in bylaws regarding board and committee matters, including advance distribution of materials before meetings in electronic/paper format;
- Coordinate meetings, appointments, and handles all correspondence, filing, etc., associated with the Board of Directors’ activities;
- Maintain confidential information and exercise good judgment with courtesy, tact, and discretion in public contacts and in the disposition of problems;
- Support Board and CEO in planning and hosting quasi-social functions.
Communications Support
- Drafting, editing and publishing communication materials including creation of content such as media releases, marketing collaterals, social media posts, blogs etc. on behalf of the organization;
- Helping to implement internal and external communications strategies and projects;
- Managing organization’s website;
- Preparing presentations and reports;
- Organizing marketing and networking events; attending internal and external events;
- Drafting and posting social media and web content according to the company's social media strategy;
- Assisting the CEO and Development Team with the management of the company's external image;
- Maintaining calendars and appointments;
- Tracking projects and media exposure;
- Updating media contact lists.
SKILLS AND QUALIFICATIONS:
- Associates Degree in Business Administration or Bachelor's degree in Communications, Marketing or other related field (preferred);
- 3 years of related experience required in working in an executive assistant role supporting C-Level executives;
- Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and design software such as Photoshop and InDesign;
- Flexible hours as dictated by the needs of the organization for projects and meetings;
- Outstanding verbal and written communication skills, with ability to communicate effectively and professionally;
- An understanding of social media strategies and media relations;
- Creative and innovative;
- Excellent organizational skills;
- Great interpersonal skills, strong work ethic, proactive and punctual;
- Above average knowledge of various social media platforms, including Instagram, TicTok, Twitter, Facebook etc.
PREFERRED ATTRIBUTES:
- Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed;
- Commitment to excellence - perform duties at the highest level possible on a consistent basis;
- Excellent communicator - able to interact with people of all levels in a confident, professional manner;
- Demonstrate ability and temperament to work with sensitive information;
- Team player - have team-oriented experience and approach;
- Service focus - dedicated to meeting the expectations of the CEO by maintaining effective relationships with interested parties;
- Ability to think outside of the box with a sense of urgency;
- Appreciates and enjoys promoting a friendly and efficient work environment;
- Open to coaching and receiving feedback, and willing to give it;
- Ability to juggle multiple projects and deadlines, thrive on problem solving and challenges;
- Passion for the organization’s mission and deep interest in being an integral part of the UBH team;
- Ability to wear many hats and work with many different people from different communities in a single day;
- Must have and maintain a valid California Driver’s License and insurance in good standing.
MANDATORY REQUIREMENTS
- Employment eligibility verification;
- Current California driver’s license and State-required insurance and a driving record acceptable to the organization and/or its insurance carrier;
- Reliable transportation; use of a personal vehicle to travel between worksites and other locations is required;
- Successful completion of background screening;
- COVID-19 Vaccination.
TO APPLY
To be considered for a position, email resume to hr@upwardboundhouse.org. Please be sure to reference Job Title in the subject line of your email. Due to the volume of resumes received, no calls or faxes regarding submission will be returned. Your resume will only be routed correctly and considered, if all the qualifications are met.
Job Summary
JOB TYPE
Full Time
SALARY
$76k-94k (estimate)
POST DATE
03/11/2023
EXPIRATION DATE
05/09/2024
WEBSITE
upwardboundhouse.org
HEADQUARTERS
Santa Monica, CA
SIZE
50 - 100
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