Kheir Clinic (FQHC) is hiring: Executive Assistant in Los Angeles

Executive Assistant Summary :

The Executive Assistant is responsible for all matters pertaining to Kheir’s C - Level Executive Leadership, which includes the CEO and CCO. The assistant will be responsible for managing the C- Level Executive Leadership’s calendar and correspondence; communication with staff, Managers, and the Board; upholding relationships with board members, donors, and others important to the affairs of the organization; creating focal reports and presentations for the Executive office and staff team as necessary; monitoring staff report deadlines & quality; preparing for staff & board meetings; supporting / organizing large-scale events for staff and board; managing paper and electronic records; and completing projects as assigned.

Job Types : Full-time

Salary : $20.00 - $30.00 per hour

Benefits

• 403(b)
• 403(b) matching
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

EXECUTIVE ASSISTANT ESSENTIAL JOB FUNCTIONS

• Provide daily reception, telephone & administrative support for C-Level Executive Leadership & office operations.
• Assist with program events & meetings.
• Manage budget records & payment requests.
• Maintain confidential files.
• Draft correspondence to staff and vendors.
• Create internal and external communication materials (including marketing and customer communication fliers), 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 to include but not limited to : photocopying, mailing, filing, office organization, shipping, and various errands as needed.
• Perform hospitality duties, including greeting guests, ordering & setting up for meeting meals, arranging site visits, providing “gatekeeper” support for the administrative office, etc.
• Prepare long-term and short-term projects, reports, correspondence, and other materials accurately, following established guidelines and procedures with little or no supervision.
• Coordinate staff calendars so that everyone attends meetings and they are prepared with the necessary and proper transportation, lodging arrangements, briefing, paperwork, documents, notes, and supplies.
• Brief C- Level Executive Leadership and staff before meeting, take detailed meeting minutes, and debrief information to the necessary parties.
• Serve as the liaison between C-Level Executive Leadership and other department heads and staff.
• Collect outgoing mail from all staff, open and distribute incoming mail, and if necessary, respond to mail along with emails and letters.
• Assist in completing certificate renewals, doctor privilege applications, and credit applications for the organization.
• Identify and spearhead special projects.
• Other duties as assigned.
• Assist in planning, organizing & implementing special events, meetings, and funding campaigns for development / fundraising purposes.
• Assist in building the capacity of programs as directed.
• Conduct internet research on various topics & processes.

EXECUTIVE ASSISTANT KEY RESULTS

• Effectively leverage Level Executive Leadership time, screen / prioritize appointment requests.
• Uphold responsibility for calendar management, requiring excellent communication skills, to include the coordination of meetings for the Executive Office, management, staff teams, and board.
• Arrange amenities for meetings as necessary.
• Assist C-Level Executive Leadership with the preparation & review of reports, presentation materials & other documents, including agendas, minutes, thank you notes, etc., maintaining confidentiality where appropriate.
• Prioritize & manage multiple projects simultaneously.
• Orchestrate staff and Board retreats, including facilitation of special events and functions.

EXECUTIVE ASSISTANT QUALIFICATIONS

• Maturity and ability to work with difficult people & situations.
• Maintain confidentiality for any and all matters related to the C-suite.
• Ability to follow and provide detailed instructions.
• At least 3 years’ experience as an Administrative Assistant. Submit to a background check and sign a confidentiality disclosure.
• Strong sense of judgment, discretion, and confidentiality.
• Strong knowledge of MS Office software (Word, Excel, PowerPoint & Outlook).
• Reliable transportation. Occasional evening and weekend work.
• Exceptional attention to detail & accuracy, including proofreading skills.
• Ability to interact with multiethnic clientele, especially those whose native language is not English.
• Ability to prioritize duties, multitask in a fast-paced environment, and apply common sense when carrying out duties.
• Must have a valid CA Driver’s License, auto insurance & everyday access to a reliable vehicle.

About Kheir Clinic (FQHC)

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