Executive Assistant

Profile

Executive Assistant

The candidate will be responsible for performing a variety of administrative tasks and project work involving a range of areas including program, operations and legal matters. Must write succinctly and professionally and have experience with the management of executive team schedules, correspondence, and the organization and management of both electronic and paper confidential files. A background working with lawyers, as a legal secretary, legal assistant, paralegal or related legal professional is preferred. The candidate will assist the EVP/Counsel with the scheduling, coordination and administrative support, as appropriate, of her direct reports, internal legal staff, and external counsel or consultants. Assists EVP/Counsel with ensuring implementation of related legal, regulatory and internal policy compliance requirements applicable to a nonprofit organization. Additional tasks include, note-taking, coordinating video-conference and in-person meetings with internal and external stakeholders, preparing agendas and meeting minutes, Power Point presentations and other materials necessary for gatherings and events, coordinating travel and expense reimbursement, and assisting the EVP/Counsel in supporting the Office of the President and CEO, and the Board Secretary of The California Endowment (TCE). Serves as EVP/Counsel’s point of contact and liaison with TCE Board members, Executives, administrative and program staff, and external visitors and contacts; Maintains comprehensive understanding of the workflow of the EVP/Counsel’s Office; keeps current on administrative systems; understands, anticipates, and manages the EVP/Counsel’s schedule; maintains the department calendar, assists the EVP/Counsel in preparing for executive team meetings, retreats, and direct report meetings; assembles materials for meetings and follows up with deadline reminders as appropriate; Screens telephone calls thoroughly and with courtesy and diplomacy; provides preliminary information to internal and external callers as appropriate; directs inquiries and requests as needed; and provides back-up administrative support to the President/CEO and the Board Secretary, when necessary; Reads and reviews all incoming correspondence, maintains and monitors active administrative contracts, reviews for accuracy and prepares invoices, expense reports and other documentation for executive’s signature; effectively composes routine communications; assists and supports special projects as assigned; Handles all administrative functions for the EVP/Counsel, and supports legal team as appropriate, including: making travel arrangements; drafting letters for signature; editing correspondence; timely preparation of expense reports and check requests, scheduling meetings and managing appointments; proofreading; coordinating internal and outgoing mail; and maintaining functional and confidential filing systems (electronic and hard copy); Assists with preparing and tracking the department budget. Performs initial review of invoices including outside counsel fees, tracks and code fees and expenses throughout the year, and processes invoices through an internal system for approval and payment. Conducts monthly budget review and reconciliation and works closely with Finance staff to resolve questions; Prepares and formats minutes, correspondence, agendas, reports, and other documents as needed; tracks TCE trademarks and coordinates with EVP and outside counsel in keeping track of legal memoranda and documents; In the absence of leadership, exercises initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refers to the appropriate party or department and follows up to ensure problem resolution; In coordination with the Executive Assistant to the President/CEO, works to ensure that the Office of the President/CEO, of which the EVP/Counsel is part, runs seamlessly by providing confidential, professional, effective, efficient and collaborative support to the department and this position’s colleagues; Assists the EVP/Counsel in scheduling annual Conflict of Interest, Advocacy and other foundation-wide trainings; prepares and distributes training notices; tracks attendance, and assists the EVP/Counsel in tracking key Foundation-wide policies. Undertakes electronic and other research under EVP/Counsel supervision; Attends appropriate professional development seminars and perform other tasks as assigned.

Company info

The California Endowment
1000 North Alameda Street
Los Angeles
California
United States 90012
Website : http://www.calendow.org/