Administrative Assistant

Administrative Assistant to the CEO - Nonprofit Sector

Position Summary:
The Administrative Assistant plays a vital role in supporting the CEO of a dynamic nonprofit organization. This position ensures smooth day-to-day operations by managing executive scheduling, coordinating communications, and facilitating meetings and events. Acting as a strategic partner to the CEO, the Administrative Assistant enhances organizational efficiency and helps drive the nonprofit's mission forward.

Compensation: Starting at $45K PLUS (depending on candidate's experience)

1. Executive Scheduling and Calendar Management:

• Oversee and optimize the CEO's calendar, ensuring alignment with organizational priorities and strategic initiatives.
• Coordinate and schedule meetings, appointments, and travel arrangements to maximize the CEO's time and productivity.
• Anticipate scheduling needs and proactively adjust to accommodate emerging priorities, minimizing disruptions.

2. Communication Management and Coordination:

• Serve as the primary point of contact for all communications directed to the CEO's office, ensuring a smooth flow of information.
• Manage the CEO's email by drafting responses, prioritizing messages, and handling follow-ups to maintain efficiency and professionalism.
• Draft, edit, and prepare reports, presentations, and briefing materials on behalf of the CEO, safeguarding sensitive information.

3. Meeting and Event Coordination:

• Plan and manage all aspects of meetings involving the CEO, including logistics, agenda preparation, and follow-ups.
• Organize and oversee the logistics for events, ensuring all details are handled to promote successful engagement with stakeholders.
• Distribute meeting materials, track follow-up actions, and ensure all participants are well-informed.

4. Stakeholder Engagement and Liaison Support:

• Act as a liaison between the CEO and board members, donors, and external partners, fostering positive and consistent communication.
• Ensure the CEO is prepared for all interactions by coordinating briefings and materials in advance.
• Facilitate communication between the CEO and other departments, promoting alignment across leadership and staff.

5. Office and Expense Management:

• Manage the CEO's office environment by maintaining supplies, equipment, and resources to ensure seamless operations.
• Prepare and track expense reports, manage budgets, and oversee office expenditures.

6. Special Projects and Team Collaboration:

• Assist with high-priority projects, providing administrative support to advance key organizational initiatives.
• Support the leadership team, including the Chief of Staff, VP of Fund Development, and Director of Strategic Support, ensuring their administrative needs are met.
• Collaborate with other departments to ensure cohesive operations and alignment with the nonprofit's mission.
  
  

This position blends three core functions critical to the nonprofit's success:

• Executive Scheduling Expert: Manage the CEO's calendar, travel, and engagements to ensure their time aligns with the organization's strategic priorities.
• Communications Coordinator: Handle incoming and outgoing correspondence with discretion, drafting communications and maintaining the CEO's professional presence.
• Meeting and Event Planner: Coordinate meetings and events that involve the CEO, ensuring seamless execution and follow-up to drive organizational goals.

Qualifications:

• Experience in administrative support, preferably within the nonprofit sector or executive-level environments.
• Strong organizational and multitasking skills, with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and calendar management tools.
• Ability to handle sensitive information with professionalism and confidentiality.
• Proven ability to work independently, prioritize tasks, and adapt to shifting needs.
  

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)