Administrative Assistant II

Children's Institute, Inc.; Los Angeles (CA); On-site; USD 55,640 - 66,768; Full time

Benefits offered by this job

Generous PTO

Medical insurance

Dental insurance

Vision insurance

401k

Tuition reimbursement

Public Service Loan Forgiveness

FSA/HSA

Life insurance

Growth opportunities

Job summary

Children's Institute, Inc. is seeking an Administrative Assistant II to support the VP and senior leadership. The role focuses on strategic initiatives, operational projects, and confidential correspondence while coordinating calendars and meetings across departments.

The ideal candidate has 3+ years of administrative experience, strong organization, and superb communication skills. This hybrid/onsite position offers comprehensive benefits and growth opportunities within a dynamic nonprofit

Qualifications

• 3+ years administrative experience, preferably supporting executive leadership.
• Strong organizational skills and attention to detail with ability to manage multiple tasks.
• Proactive problem-solving with ability to meet deadlines in a fast-paced environment.
• Experience facilitating meetings and handling confidential information.

Responsibilities

• Support VP with calendar management, travel planning, expense reports, and confidential correspondence.
• Draft and prepare materials for team meetings, and analyze relevant data.
• Maintain filing systems and ensure records retention compliance.

Skills

Executive support

Calendar management

Meeting facilitation

Attention to detail

Education

Bachelor's degree preferred

Tools

Windows

Job description

## Administrative Assistant IIApplylocations: Los Angelestime type: Full timeposted on: Posted 2 Days Agojob requisition id: JR101323The Administrative Assistant II is a high-level administrative position that works closely with the VP. The Administrative Assistant helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic process development. The AA II helps lead operational projects and supports the VP’s work with Executive Leadership and Senior Management.# **DUTIES**## **SUMMARY**The Administrative Assistant II is a high-level administrative position that works closely with the VP. The Administrative Assistant helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic process development. The AA II helps lead operational projects and supports the VP’s work with Executive Leadership and Senior Management.## **ESSENTIAL DUTIES***To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.** Participates on project teams related to a range of operational or programmatic matters.* Completes a broad variety of administrative tasks for the VP including managing an extremely active calendar of appointments, completing expense reports and invoices, and preparing correspondence that is at times highly confidential.* Drafts original and routine correspondence for VP’s signature.* Plans and prepares materials for team meetings including analysis of relevant client, service, and outcome data.* Manages program team calendar and action items.* Develops and maintains appropriate document filing systems and ensure compliance with records retention procedures.* Develops relationships with key programmatic contacts, both internal and external.* Able to handle sensitive information with the utmost confidentiality at all times.## **Continued Essential Duties for AA II Psychiatry:*** Assists VP or program leads with implementation, tracking, and monitoring of time-sensitive consents and court documents, as well as managing critical medication prescriptions for children and youth.* Bilingual – Fluent Spanish required.## **Continued Essential Duties for AA II Program Operations:*** Completes a broad variety of administrative tasks for the VPPO including arranging complex and detailed travel plans, itineraries, and agendas, taking clear and concise minutes, and compiling documents for travel-related meetings.* Creates and edits presentations, documents, and reports for the VPPO as required.## **ADDITIONAL DUTIES*** Other duties and special projects as assigned## **SUPERVISORY RESPONSBILITIES*** This job has no supervisory responsibilities# **QUALIFICATIONS**## **EDUCATION & EXPERIENCE*** 3+ years administrative experience, preferably with 2+ years supporting executive-level leadership* Bachelor's degree from a four-year university preferred## **OTHER QUALIFICATIONS*** Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and timely with excellent attention to detail.* Demonstrated proactive approaches to problem-solving with strong decision-making capability.* Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.* Experience with facilitating meetings.* Familiarity working with organizational budgets.* Possesses a valid driver's license and state-required auto insurance.* This position may require some travel to local worksites* Ability to interact with a diverse level of persons service population with diplomacy and tact.* Maintains patient privacy, including protecting confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities.* Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities.* Sensitivity to service population’s cultural and socioeconomic characteristics.* Excellent verbal and written communication skills, including the ability to draft correspondence with and other communications quickly with minimal direction.## **CERTIFICATES, LICENSES, REGISTRATIONS*** None required## **COMPUTER SKILLS*** Must have advanced knowledge proficiency of computer programs in a Windows environment.## **VISION REQUIREMENTS*** No special vision requirements## **NOISE LEVEL*** Moderate noise## **REQUIRED TRAINING*** New Hire Orientation* IT Orientation* AB-1343: Sexual Harassment Prevention Training* Mandated Reporter Training**COMPENSATION:**$26.75 USD - $32.10 USDIn accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.**BENEFITS:*** Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year* Excellent medical, dental, and vision insurance for eligible employees and qualified dependents* 403b Retirement Plan with employer contribution for eligible employees* Up to $4,500 in tuition reimbursement per calendar year* Eligible for the Public Service Loan Forgiveness program* Flexible Spending Account (FSA) & Health Savings Account (HSA)* Employer paid Life and AD&D Insurance* Voluntary Supplemental Insurance* Opportunity for growth & advancement* Professional development & continued training* Team building & bonding through company sponsored events & activities**CONTINGENCIES:*** Influenza immunization or declination* COVID-19, MMR and Tdap immunizations* Education verification* Reference check* Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services* Drug and alcohol screening* Tuberculosis screening