Overview

TITLE: Administrative Assistant 

DEPARTMENT: Executive & Development

REPORTS TO: Associate Director of Individual Giving

SALARY: $20.00/hour+ DOE 

HOURS: Full time, non-exempt 

START DATE: ASAP

Heart of Los Angeles (HOLA) provides underserved youth with free, exceptional programs in academics, arts, and athletics within a nurturing environment, empowering them to develop their potential, pursue their education and strengthen their communities.

Core Values: Respect, Responsibility, Positive Communication and Support.

The Administrative Assistant is responsible for enhancing the effectiveness of our organization by providing high-quality administrative support to the CEO, Board President, and Development Department. This includes managing the daily communications of the Executive Director; supporting the board with quarterly meeting logistics; and donation processing and acknowledgements.

DUTIES:

ADMINISTRATIVE SUPPORT TO EXECUTIVE DIRECTOR

  • Schedule meetings for the Executive Director and ensure he is prepared for his appointments with all necessary notes, directions, and background information.
  • Debrief with the Executive Director on his meetings and activities to identify and communicate next steps, document notes, and send thank-you cards as needed.
  • Manage the Executive Director’s inbox, elevating items of key importance, labeling and organizing emails, and providing immediate response and fielding of urgent items when he is unavailable.
  • Respond to correspondence as directed.
  • Field and make calls on behalf of the Executive Director when he is unavailable or as directed.
  • Execute research projects or administrative tasks as directed.
  • Collect the Executive Director’s credit card receipts and assist the Finance team with reconciliation.

ADMINISTRATIVE SUPPORT TO BOARD AND BOARD PRESIDENT

  • Handle all board meeting logistics including scheduling, distribution of materials, set up, note taking, and organizing and disseminating the board minutes.
  • Manage the Board Portal on the HOLA website.
  • Maintain the Board Minute Book.

PRIMARY COORDINATOR FOR HOLA’S DONOR DATABASE AND THANK-YOU LETTER PROCESSES 

  • Enter gift data into the donor database per the policies and guidelines set forth by the Associate Director of Individual Giving.
  • Issue thank-you letters and acknowledgements to donors for gifts received.

OTHER DUTIES AND RESPONSIBILITIES

  • Perform other duties as assigned.

QUALIFICATIONS

  • At least 2 years of experience providing executive-level support, preferably in a mission-driven environment.
  • Professionalism: As the first point of contact for many important constituents and as a representative of the Executive Director, this person must exemplify HOLA’s core values and exhibit maturity and courtesy at all times.
  • Customer Service: The ideal candidate has a natural understanding of how to build and enhance relationships through timely and gracious communications.
  • Communication Skills: This position requires someone with excellent writing skills and grammar, as well as an ability to be welcoming and helpful in person and on the phone.
  • Attention to Detail: A methodical and organized mindset will lend itself best to both the task management and data entry aspects of this position.
  • Discretion & Confidentiality: The person in this position will be privy to confidential and sensitive information. It is imperative that this individual adhere to the organization’s code of ethics and maintain confidentiality at all times. Trustworthiness and sensitivity are essential qualities. 
  • Intermediate level of computer skills including Google Workspace, Excel, Word, PowerPoint, Canva, Squarespace and internet research.
  • Ability and willingness to work occasional evenings and weekends.
  • California driver’s license, car, and proof of auto insurance. 
  • Ability to be a strong role model for youth during all working hours.

VACCINATION POLICY

Heart of Los Angeles requires its employees to be vaccinated against COVID-19, subject to certain exemptions as required by law. New hires working at Heart of Los Angeles must be fully vaccinated no later than 60 days after hire and submit to enhanced masking and social distancing requirements until they are fully vaccinated. Employees are required to get a booster within 10 work days after becoming eligible. Please contact Heart of Los Angeles Human Resources Department for a copy of the vaccination policy.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The building environment may not provide air conditioning and heat in all areas. Outdoor work is expected in some cases.

 

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

 

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

 

As an equal opportunity employer, HOLA values having a diverse workforce and continuously strives to maintain an inclusive and equitable workplace. We encourage people with a diverse range of backgrounds to apply. We do not discriminate against any employee or applicant on the basis of race, color, national or ethnic origin, religion, age, gender, handicap, pregnancy, sexual orientation, veteran status, or any other legally protected characteristics.

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