What are the responsibilities and job description for the Senior Administrative Assistant position at LA Family Housing?

POSITION : Senior Administrative Assistant

DIVISION : Executive

WHY JOIN US :

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution. You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With 40 years of experience and 15,000 people’s lives changed each year, we know what it takes to end homelessness. We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services. Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing!

THE POSITION :

Under the supervision of the Chief Executive Officer, the Senior Administrative Assistant performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical and programmatic support functions. This position is responsible for ensuring smooth operations and facilitating the executive’s workflow.

WHAT YOU'LL DO :

ADMINISTRATIVE SUPPORT :

Calendar Management : Organizing and managing schedules, appointments, and meetings for the executive.
Communication : Handling correspondence, emails, phone calls, and inquiries on behalf of the executive.
Travel Arrangements : Planning and coordinating travel itineraries, flights, accommodations, and other logistics.
Documentation and Record-Keeping : Drafting reports, SOP’s, preparing presentations, drafting business memos and communications, and maintaining files and records. Responsible for Board and Board committee meeting calendaring and minutes
Administrative Support : Providing assistance such as handling expenses, managing budgets, coordinating office operations, and providing support to the department management team and staff.
Project Coordination : Assisting in special projects, coordinating with various departments, and ensuring deadlines are met.
Project Management : Overseeing projects from inception to completion, ensuring timely delivery and adherence to budgets and scope.

RELATIONSHIP MANAGEMENT :

Rapport Building : Building and maintaining relationships with elected officials, Board of Directors, Donors, and Colleagues

OTHER :

Support additional agency leaders as directed by supervisor.

Additional tasks, projects, and responsibilities as assigned by supervisor.

WHAT YOU'RE SKILLED AT :

Organizational Skills : Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.

Communication : Excellent written and verbal communication skills, as well as active listening abilities.

Time Management : Efficiently managing time and resources to meet deadlines and handle various tasks simultaneously.

Reporting : Principles and practices of fiscal, statistical, and administrative research and report preparation

Tech Proficiency : Proficiency in office software (such as Microsoft Office Suite, Excel, PowerPoint, Google Workspace), calendar management tools, and industry-specific software.

Adaptability : Being flexible and adaptable in a fast-paced environment, adjusting to changing priorities and needs.

Problem-Solving : Ability to identify issues, think critically, and provide solutions independently.

Team Player : Collaborating effectively with colleagues, executives, board members and other stakeholders.

Confidentiality : Handling sensitive information and maintaining confidentiality.

Professionalism and Discretion : Exercising good judgment, maintaining confidentiality, and handling sensitive information appropriately.

OTHER :

Maintain and execute confidential information according to HIPAA standards

Obtain and maintain a California Notary Public Commission certification

Obtain and maintain CPR / First Aid Certification

Ability to pass post-offer Tuberculosis (TB) clearances

Ability to lift at least 15lbs

Ability to sit / stand for prolonged periods of time

Use of a personal vehicle to travel between worksites and other locations is required

Must have and maintain a valid California Driver’s License and auto insurance in good standing

Ability to work a 9 / 80 work schedule, with flexibility to work weekends, holidays, and after-hours as needed

WHAT YOU'VE ACCOMPLISHED :

Bachelor’s degree in business or a related field with a minimum of three (3) years of proven experience as an administrative assistant or similar role, preferably supporting high level executives. Equivalent work experience can substitute for education requirement.

WHAT WE OFFER :

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9 / 80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to : walking, climbing stairs, handling, finger / grasp / feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings. Comfortable working in a pet-friendly environment required. If an accommodation is needed, please inform the Human Resources Department.

EQUAL EMPLOYMENT OPPORTUNITY

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

FAIR CHANCE ACT

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.

Travel Required

Yes. Use of personal vehicle is required.

Qualifications

Education

Preferred

Bachelors or better in Business Administration or related field.

Experience

Required

3 years : Proven experience as an administrative assistant or similar role, preferably supporting high level executives

Employment Type : Full Time

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