Job Description

Job Summary:

The Executive Assistant provides high-level clerical support to an executive, director, or department head-level employee, performing a variety of secretarial duties and skilled tasks that may include preparing reports, conducting research, and collecting data.

Supervisory Responsibilities:

• May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.

Duties/Responsibilities:

• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Responds to and resolves administrative inquiries and questions.
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies, and coordinating equipment maintenance, and handling packages and correspondence.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Detail-oriented and professional.
• Exceptional communication skills.
• Extremely proficient with Microsoft Office Suite.
• Basic understanding of office equipment.
• Basic understanding of clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations and when interacting with many different personalities.
• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.

Education and Experience:

• Associate's degree required, Bachelor's degree in related field preferred.
• Three to five years of experience in a related role required with some supervisory experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.