Job Description
Title: Executive Assistant
Status / Classification: Full-time / Non-exempt
Compensation: $26.88 per hour
Benefits: Health, vision, dental, CalSavers option, co-share working space, and gym membership
Location: Hybrid (remote with regular in-person activity required)
Reports to: Chief Executive Officer (CEO)
Start Date: August 2024
MISSION
Arts for LA (AFLA) activates artists and organizations and leads communities to advocate for an equitable, healthy, and creative Los Angeles region through the arts.
DESCRIPTION
AFLA seeks a full-time Executive Assistant to support the CEO. This person is also a liaison to the Board of Directors and for staff on administrative and operational matters of the organization. The Executive Assistant will continue to build and execute the operational and financial processes and systems of AFLA in partnership with the CEO. Responsibilities include:
Board Management, including:
Facilitate board recruitment process in partnership with the Board Chair and CEO
Onboard and off-board board members and track board terms, former board members, and board prospects on AirTable.
Administer annual conflict of interest and disclosure forms, stewardship policy and demographic surveys.
Board meeting preparation, including meeting virtual meeting spaces, venues, agendas, minutes, material prep, and follow-up.
Propose and manage an annual calendar of board meetings,committee meetings and trainings.
Administrative (50%)
Attend AFLA team and CEO meetings when needed and lead timely follow-ups.
Manage, schedule, and update the CEO’s calendar.
Draft, review and send regular board and key stakeholder communications on behalf of the CEO.
Coordinate travel arrangements, such as hotel and airfare.
Prioritize CEO emails and respond when necessary.
Maintain various records and documents for the CEO.
Support with maintaining the organization’s Online Board Community and ensuring regular updates and backup of information/research.
Assist in monthly income and expense coding and monthly credit card reconciliation in collaboration with CEO and external accounting firm.
With support from staff, draft and maintain the annual AFLA master calendar with AFLA Board and Committee related events, and keep the calendar up-to-date regularly.
Schedule internal meetings with staff and external meetings that require multiple staff members.
Timesheet reminder, collection, and bi-monthly roll-ups; submit the report to payroll.
Help coordinate the annual 990 process for timely submission.
Manage Google Shared Folder and ensure it is being updated regularly by staff.
Support in the process of updating key succession documents, including Stakeholder Management, Document and Information Inventory List, and Staff Cross-Training Intakes.
Support major annual projects and in-person events.
Support the implementation of AFLA’s current strategic plan and mid-year organizational goals checkpoints, including the coordinating logistics of our annual off-site retreat.
Support the Director of Development with AFLA’s individual and organizational membership coding via Bloomerang, including data entry and acknowledgement letters.
Manage accounts payable utilizing the bill.com platform for programs and organizational expenses.
Lead in maintaining and updating of internal grant processing tracker.
Other (20%)
Share in the day-to-day operations of the organization as it relates to the duties of the position or as in the normal course of the running of the office as do the other staff members (i.e. logistics etc.).
ELIGIBILITY
Ideal candidates should hold the following qualifications and experience:
Minimum 1-2 years experience in administration and/or operations.
Demonstrated excellence in organizational, managerial, and communication skills.
Ability to work flexible hours, including evenings and some weekends.
Confident decision-making skills and collaborative spirit.
Strong research and writing skills, with the ability to efficiently and clearly communicate complex information in writing.
Excellent professional judgment.
Thrive in a fast-paced environment with changing priorities and deadlines.
Juggle multiple tasks with ease and grace.
Meticulous attention to detail.
Excellent verbal communication skills and the ability to communicate with various levels of professionals; particularly experience interacting with nonprofit boards.
Strong organizational, project, and time-management skills.
Ready to thrive in a work culture with the following characteristics: collaboration and learning, data-driven practices, direct feedback, documentation, due diligence and preparation, professionalism and kindness, self-reflection, strategic thinking, and vulnerability.
Preferred, but not required skills:
Awareness of the Los Angeles arts community and local government structures.
Bilingual applicants are encouraged to apply.
Qualifications
California state driver’s license and ability to use own car for travel.
Demonstrated ability to work effectively with people and organizations of diverse backgrounds and political viewpoints.
Understanding and supporting the values, mission, and goals of AFLA.
COMPENSATION
This is an hourly position paying $26.88 per hour, depending on experience, and includes benefits such as accrued vacation and sick time and a monthly work-from-home expense reimbursement package.
HOW TO APPLY
Submit resume, cover letter, and list of contact information for three references to operations@artsforla.org with the subject line: “Executive Assistant” no later than July 31, 2024 .
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Job Tags
Hourly pay, Full time, Work at office, Local area, Remote work, Work from home, Flexible hours, Afternoon shift,