Executive Assistant Job at Clínica Monseñor Oscar A. Romero in Los Angeles

Position Overview

Executive Assistant to the President & CEO at Clínica Monseñor Oscar A. Romero. Full‑time role providing high‑level administrative support to the President & CEO, including coordination of special projects, event planning, venue management, and liaison with the Board of Directors.

Responsibilities

• Assist the CEO in the timely management of all written, telephone, e‑mail, social media, and voicemail communication with a variety of constituents.
• Prepare the CEO’s daily and weekly agenda, including pending items, via email, text one day before, and print as needed.
• Compose internal memos and external correspondence as instructed by the President & CEO, track responses and follow up permanently.
• Heavy calendar management, requiring deep understanding of prioritization, interaction with internal and external constituents.
• Monitor CEO’s electronic and “snail” mail and prioritize for his review and follow up when directed.
• Assist the CEO with development of materials for presentations.
• Organize and attend all Board of Directors meetings, Board committees, and the Executive Staff meetings; take notes and assist with presentation materials.
• Monitor monthly board reports, prepare Board of Directors packets for meetings, and maintain a prepared file of each.
• Establish and maintain professional relationships with internal and external constituents.
• Coordinate meetings (internal and external), prepare agendas, make travel reservations, and record and transcribe minutes.
• Maintain a file of all grants, grant applications, programmatic contracts, MOUs, etc.
• Perform customer‑service functions by answering employee requests and questions.
• Provide project‑management support for CEO‑assigned initiatives and cross‑departmental efforts.
• Support internal initiatives including wellness campaigns, cultural events, board meetings, and staff engagement projects.

Event Planning & Coordination

• Assist in planning and executing key organizational events such as the Annual Gala/Banquet, staff meetings/retreats, and other internal affairs events.

LA Celebrations Venue Support

• Primary point of contact for all LA Celebrations inquiries, bookings, event coordination, and external venue promotion opportunities.
• Consult with clients, conduct venue tours, create and manage event timelines, task checklists, and vendor schedules.
• Coordinate walk‑through and planning meetings and manage event setup and breakdown.
• Maintain preferred vendor directory, manage client contracts, and coordinate billing with Finance.
• Lead post‑event follow‑up, including client satisfaction surveys and internal debriefs.
• Provide monthly events & finance reports to the CEO and maintain the events master calendar and binder.
• Collaborate with Marketing & Communications for seasonal campaigns, open house events, social media promotion, and marketing materials.

Cross‑Functional Collaboration

• Work closely with Communications & Marketing for branded events and promotions.
• Liaise with Finance for budget tracking, invoicing, and financial reporting.
• Coordinate with Penelope Designs, Parking Services, Facilities, Security, and Operations for logistics and event safety.

Qualifications & Skills

• Minimum 3‑5 years of experience in executive support, project coordination, or event planning.
• Strong organizational and time‑management skills with attention to detail.
• Excellent communication and client‑service skills; bilingual (English/Spanish) strongly preferred.
• Proven ability to manage multiple priorities and deadlines.
• Experience managing events from conception to execution, ideally in a nonprofit or venue setting.
• Proficiency with Microsoft Office, Google Workspace, Canva, and event‑management software.

Performance Metrics

• High satisfaction scores from internal and external event stakeholders.
• Accurate and timely reporting of LA Celebrations activities and finances.
• Growth in venue bookings and positive client feedback.
• Up‑to‑date calendars, systems, and venue readiness standards maintained.