The Executive Assistant to the President and CEO is an important part of the Black AIDS Institute team being responsible for managing all aspects of the executive office and making suggestions for the improvement of the Institute’s administrative systems and procedures. The position organizes the office of the CEO, performs advanced office functions for the CEO, serves as a liaison between line staff and the CEO and for the Board of Directors, leads projects developed under the CEO’s office while maintaining discretion, initiative, and superior administrative skills. The Executive Assistant schedules work, establishes executive priorities, ensures deadlines are met, and creates, revises and maintains office and record keeping systems and procedures. In addition to functions related to the executive office, the Executive Assistant also fulfills the role of office manager for the agency.
Job Location: Los Angeles, California
Reporting Relationship: President & CEO
Supervisory Relationship: None
Agency-wide Duties and Responsibilities:
- Supports the mission, vision, and values of the Black AIDS Institute
- Complies willingly with all organizational policies and procedures
- Supports all functions that attain and maintain accreditation and compliance with regulatory agencies
- Supports and facilitates positive interaction with others by exhibiting:
- Individual maturity
- Respect for others
- A team-centered approach
- Cultural Humility
- Maintenance of confidential information
- Communicates appropriate information to other departments in a timely and effective manner
- Participates in appropriate professional development programs to attain and maintain competency
POSITION-SPECIFIC DUTIES AND RESPONSIBILITIES:
CEO Schedule & Support
- Preparing daily oral and written briefs for the CEO; make recommendations for the day’s priorities;
- Maintaining the CEO’s calendar and schedules all appointments for the CEO
- Screening, placing and receiving all communications to and from the CEO.
- Maintaining call, emailing, mailing, and faxing log for CEO communications.
- Reviewing all e-mails for CEO and when appropriate, provides recommendations on actions to be taken.
- Drafting responsive correspondence for CEO’s signature.
- Preparing draft emails and other correspondence for the CEO. Prepare key documents for signature, comments, decision, or action.
- Organizing and managing the flow of work in and out of the CEO’s office. This includes the organization of daily correspondence (internal and external); management of information flow in and out of the CEO’s office; compiling and filing reports; follow-up on various items on CEO’s behalf.
- Organize and prepare relevant briefing or background materials for meetings (e.g. bio data gathering, political and media updates).
- Create and or adapt presentations to be made by the CEO
- Ensuring CEO is informed of deadlines.
- Assisting with research projects out of the executive office.
- Coordinating with Executive Team members to execute special projects as needed
- Organizing executive team meetings, including agendas, minutes and follow up
- Preparing and confirming all travel and accommodation arrangements for CEO; resolve related difficulties.
- Preparing and submitting reimbursements for corporate travel
- Processing reimbursement forms and tracks travel expenses for CEO
- Preparing travel memos and travel materials prior to travel
- Reviewing, analyzing, and developing administrative systems in order to improve the effectiveness and efficiency of workflow and reporting procedures
- Identifying administrative needs and develop appropriate solutions
- Developing and maintaining extensive filing system for correspondence, business matters, and related data
- Developing and maintaining project tracking systems for CEO
- Scheduling all staff meetings attended by CEO, including general staff meetings, weekly executive team meetings, weekly conference call with Board Chair, monthly conference calls with board committees, and weekly supervision meetings with direct reports
- Screening requests for speaking engagements for CEO
- Accessing and maintaining confidential records
- Maintaining strict confidentiality of all activities
- Maintaining the confidentiality of and keep current CEO’s office records and files
- Sitting in on behalf of CEO in meetings and on designated conference calls
- Maintaining an inventory of office equipment to ensure staff can fulfill their job functions
- Maintaining inventory of equipment and ensuring staff have the physical material (working phones, laptops, desks, etc.) to complete their work
Internal BAI Support
- Functions as liaison between CEO and various departments to facilitate smooth daily operations within the organization. Communicates with staff members as needed on behalf of CEO to help facilitate day-to-day business matters
- Ensures that the office has adequate supplies such as paper goods, water
- Maintains an inventory of office equipment
- Liaises with technical support on matters concerning electronic equipment, phone networks
- Liaises with the building manager on matters concerning the physical space, parking and relationships with other tenants
- In Executive Assistant’s own judgment and discretion, creates and routes programs-related materials and inquiries to appropriate staff.
- Makes recommendations for changes to pre-established job performance guidelines to enhance productivity
- Act as Institute liaison with professional associations and organizations.
- Performs other related duties as assigned or requested. The Institute reserves the right to add or change duties at any time.
- Liaising with Board of Directors
- Provides staff support for Chair of the Board of Directors and Board Committee Chairs
- Prepares materials for all Board meetings
- Performs note taking and minute taking duties for several Board and other committees. Tracks action items from meetings, correspondence, emails, and other sources
- Plans and coordinates Board meetings, executive events/meetings, and special events. Notifies appropriate Board members of all meetings (Executive Committee, Finance Committee, Development Committee, and general Board meeting)
- Tracks expenses for President, Board and others as assigned
- Regularly scheduled briefing calls with the CEO
- Participate in agency training programs.
- Maintain an ongoing professional development plan.
EDUCATION AND EXPERIENCE REQUIREMENTS:
- Bachelor’s degree preferred, minimum 3 years’ experience supporting C-level executives
- Exceptional verbal communication skills, with ability to communicate in a tactfully assertive manner
- Exemplary interpersonal skills, with ability to interact effectively with all levels of the organization
- Works well under tight deadlines; responding quickly to rapidly changing demands in a fast-paced environment
- Exceptional ability to prioritize assigned tasks, solve issues as they arise and anticipate the President’s work needs
- Superior organizational skills and great follow through
- Incredibly detail oriented
- Demonstrated ability to compose correspondence and documents, which often require an understanding of specific subject matter, standards and/or procedural guidelines
- Strong scheduling, calendar management and expense report management
- Can exercise excellent judgment and diplomacy in all interactions, using discretion in all matters while maintaining confidentiality
- Flexible and able to quickly react to last minute changes
- Superior travel coordination skills
- Proficiency with the MS Office Suite (Word, Excel, PowerPoint, Access, Outlook) and Social Media
- Experience planning and organizing events
- Hustle and Attitude – Ten steps ahead of the President, anticipating every move in order to help conserve time and drive efficiency. Willing to do whatever it takes to get the job done with a consistently positive outlook and attitude
- Creative problem-solver, proactive & self-motivated, with the ability to take direction
- Proven ability to establish solid connections to build successful relationships
- A helpful demeanor, focused on customer service
- Ability to hit the ground running and take charge of the position
- Flexibility in schedule to provide assistance outside of normal business hours, if needed
Physical and Sensory Requirements:
- Ability to read, write and converse in English
- Ability to communicate efficiently with staff, stakeholders, and vendors
- Ability to remain calm and composed under stress
- Bending, lifting, grasping, fine hand/eye coordination, pushing/pulling, and/or prolonged sitting/standing
- Ability to respond to telephones and other auditory stimulation
- Ability to organize
- Quantitative/mathematical ability (addition, subtraction, multiplication, division, standard measurements)
- Ability to evaluate/interpret information and make independent judgments/decisions
To apply, submit a cover letter and resume to email@example.com. Email subject line should read “Executive Assistant.” Incomplete submissions will not be considered.
About the Black AIDS Institute:
Our motto describes a commitment to self-preservation: “OUR PEOPLE, OUR PROBLEM, OUR SOLUTION.”
Founded in May of 1999, the Black AIDS Institute (BAI) is the only national HIV/AIDS think tank focused exclusively on Black people. The Institute’s mission is to stop the AIDS pandemic in Black communities by engaging and mobilizing Black leaders, institutions, and individuals, in efforts to confront HIV. BAI disseminates information; advocates for sound, inclusive, culturally responsive public and private sector health policies; offers training and capacity building; provides health screening for HIV/STI/Hep C and other chronic and infectious diseases, and linkage to inclusive Black centered primary health care; and conducts advocacy and mobilization from a uniquely and unapologetically Black point of view.
The Black AIDS Institute is an Equal Opportunity Employer. All qualified candidates are encouraged to apply, without regard to race, gender, gender expression, sexual orientation, or age.
For more information about the Black AIDS Institute visit www.BlackAIDS.org.