Executive Assistant Job at Kheir Clinic in Los Angeles

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This range is provided by Kheir Clinic. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$20.00/hr - $30.00/hr

Executive Assistant Overview

The Executive Assistant is responsible for all matters pertaining to Kheir’s C-suite leadership, including the CEO and CCO. The assistant will manage the C-suite calendar and correspondence; coordinate communication with staff, managers, and the Board; maintain relationships with board members, donors, and others important to the organization; create focal reports and presentations for the Executive Office and staff as necessary; monitor staff report deadlines and quality; prepare for staff and board meetings; support/organize large-scale events for staff and board; manage paper and electronic records; and complete projects as assigned.

Executive Assistant Essential Job Functions

• Provide daily reception, telephone & administrative support for C-suite leadership and office operations.
• Assist with program events and meetings.
• Manage budget records and payment requests.
• Maintain confidential files.
• Draft correspondence to staff and vendors.
• Create internal and external communication materials (including marketing and customer communication flyers), specific to the C-suite needs.
• Update, record, and maintain electronic and hard copy client, contact, and administrative filing system and database.
• Perform general clerical duties (photocopying, mailing, filing, office organization, shipping, errands).
• Coordinate staff calendars, transportation, lodging arrangements, briefing, and supplies for meetings.
• Brief C-suite and staff before meetings; take detailed meeting minutes and debrief information as needed.
• Serve as liaison between C-suite and other department heads and staff.
• Assist in planning, organizing and implementing special events, meetings, and fundraising campaigns.
• Assist in building the capacity of programs as directed.
• Conduct internet research on various topics and processes.
• Identify and spearhead special projects.
• Other duties as assigned.

Executive Assistant Key Results

• Effectively leverage leadership time and screen/prioritize appointment requests.
• Maintain calendar management and coordinate meetings for the Executive Office, management, staff teams, and board.
• Arrange amenities for meetings as necessary.
• Assist with preparation and review of reports, presentation materials and other documents, including agendas and minutes, while maintaining confidentiality.
• Prioritize and manage multiple projects simultaneously.
• Coordinate staff and Board retreats and facilitate events and functions.

Executive Assistant Qualifications

• Maturity and ability to work with difficult people and situations.
• Maintain confidentiality for matters related to the C-suite.
• Ability to follow and provide detailed instructions.
• At least 3 years’ experience as an Administrative Assistant; willingness to submit to a background check and sign confidentiality disclosure.
• Strong judgment, discretion, and confidentiality.
• Strong knowledge of MS Office (Word, Excel, PowerPoint & Outlook).
• Reliable transportation; occasional evening and weekend work.
• Exceptional attention to detail and proofreading skills.
• Ability to interact with multiethnic clientele, including non-native English speakers.
• Ability to prioritize duties, multitask in a fast-paced environment, and apply common sense.
• Must have a valid CA driver’s license, auto insurance, and access to a reliable vehicle.

About Kheir Clinic (FQHC)

The Kheir Clinic is a primary provider of in-language healthcare and human services support to residents of Metro Los Angeles and nearby communities. We strive to accommodate underserved residents in the greater Los Angeles area regardless of race, ethnicity, gender, sexual orientation or income.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative

Industries

Hospitals and Health Care

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