Senior Executive & Personal Assistant

Reports to: Chief of Staff

Status: Exempt, Full-time

Location: Hybrid (Remote/Los Angeles)

The Organization 

Alliance for a Better Community (ABC), a non-profit, is advancing social, economic, and racial equity and justice for the Latino/a community and the Los Angeles region through power-building and policy advocacy. Our vision is to ensure a vibrant Los Angeles region where Latino/a’s fully participate in, contribute to, and benefit from a prosperous, multi-ethnic community in which families enjoy:

• Full and meaningful participation in civic and economic arenas
• Full access to high-performing schools and increased opportunities to attend college
• Quality healthcare and
• Safe, affordable housing

Position Summary 

As the Senior Executive Assistant, you will work closely with the Chief of Staff and provide essential support to the CEO and President. This pivotal role demands a unique blend of sophisticated executive administrative skills and the ability to manage intricate personal logistical needs with unwavering confidentiality and professionalism. The ideal candidate will be a trusted confidante, a strategic partner, and a master of time management, capable of seamlessly integrating the executive's demanding professional and personal lives, ensuring efficiency and optimal time utilization.

The candidate must be available Monday through Friday, with occasional after-hours and weekend availability for time-sensitive tasks and support. This is a hybrid position, with two days per week regularly in the office and as needed.

Responsibilities 

• Calendar Management 
  • Manage the CEO's professional and personal calendar, including scheduling appointments and meetings and coordinating travel arrangements.
  • Support personal appointments when needed.
  • Create balance and appropriately prioritize scheduling needs across professional and personal commitments.
  • Maintain the strictest confidentiality regarding all business and personal matters.
  • Maintain flexibility to accommodate urgent requests and shifting priorities.
  • Proactively identify and resolve scheduling conflicts, ensuring efficient time management.
  • Set timely reminders and effectively communicate schedule changes to the CEO and relevant parties.
• Meeting Preparation
  • Ensure all meetings are agenda-driven, facilitating productive discussions.
  • Prepare and distribute meeting agendas, materials, and presentations in advance.
  • Ensure the CEO is fully briefed and adequately prepared for all meetings.
• Time & Project Management
  • Track and record the CEO's time to maximize productivity. Implement systems and processes to streamline executive office activities, keep the CEO aware of upcoming responsibilities, follow up on outstanding items, and prioritize tasks effectively.
• Client and Stakeholder Relations
  • Facilitate communication and foster relationships with internal and external contacts (staff, Board, philanthropic supporters, community leaders, and appointed officials).
• Office and Administrative Support: 
  • Maintain professionalism and confidentiality in all interactions
  • Coordinate travel.
• Personal Assistance
  • Support personal appointments when needed. 

This job description is not designed to cover or contain a comprehensive listing of the employee's required activities, duties, or responsibilities. Duties, obligations, and activities may change, and new ones may be assigned at any time, with or without notice. 

Qualifications 

• A commitment to ABC’s mission, values, and goals and a demonstrated commitment to advancing the Latino/a community.
• Experience: At least six years of experience providing senior-level executive support to C-suite executives and board members.
• Non-profit experience preferred.
• Education: Bachelor’s degree preferred.
• Skills
  • Responsiveness and timely communication
  • Exhibits exceptional adaptability and versatility, readily assisting with diverse projects, embracing new challenges, and seamlessly adapting to evolving priorities and dynamic work environments.
  • Proactive, detail-oriented, strategic and solution-driven
  • Systems-oriented approach to streamline processes
  • Possesses exceptional organizational and time management skills, adeptly prioritizing complex tasks, managing intricate schedules, and maintaining meticulous records, ensuring seamless workflow and timely completion of all responsibilities.
  • Exercises sound independent decision-making, demonstrating strong judgment, critical thinking, and the ability to effectively plan, organize, and schedule resources and activities, contributing to strategic objectives.
  • Excellent interpersonal, verbal, and written communication skills.
  • Bilingual (Spanish & English) is a plus
• Technology
  • Proficiency with Google Workspace
  • Experience with office productivity tools and an aptitude for learning new software and systems are required. 
  • Proficiency in Asana and Slack is preferred.
  • Collaboration: Able to work independently and with a team on collaborative efforts. Must maintain positive working relationships with organizational leadership and staff to meet collective goals

Workload and Physical Demands 

This position requires weekend and evening work as well as travel. The physical demands described here represent those that an employee must meet to perform the essential functions of this position successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing this position, the employee is regularly required to operate a personal computer for up to 8 hours a day and to talk on the telephone or webcam for multiple hours per day.

Equal Opportunity Employer 

Alliance for a Better Community (ABC) is an equal-opportunity employer that values diversity. Our policy ensures that all individuals are treated equally regardless of age, color, disability, gender, marital status, national origin, religion, sexual orientation, expression, gender identity, veteran, or other protected status. All are given every opportunity to succeed.

Compensation 

Salary Range: $70,000 - $90,000. ABC offers a competitive benefits package that includes medical, dental, chiropractic/acupuncture, life insurance, and a 403(b) plan.

Application Instructions

Please email your cover letter and resume to info@wwconsultingforgood.com with “Executive/Personal Assistant” in the Subject. A cover letter is recommended.