ADMINISTRATIVE ASSISTANT II

Acof; Los Angeles (CA); On-site; USD 52,000 - 68,000; Full time

Job summary

ACOF seeks an Administrative Assistant II to support the CEO and CFO with calendar management, meeting coordination, and board materials preparation. The role may also assist senior executives and the Fund Development Department with travel logistics and event planning.

The ideal candidate will have several years in an office setting, strong Microsoft Office skills, and the ability to handle confidential information with discretion.

Qualifications

• High School Diploma or GED.
• Three years’ experience in an office environment.
• Three years’ using Microsoft Office Suite programs (Word, Excel and Outlook).
• Two years creating office correspondence.
• Excellent verbal and written communication skills with mastery of spelling, grammar, syntax and punctuation.
• Organized with strong attention to detail.
• Self-motivated with ability to prioritize and manage multiple projects.
• Discretion in handling confidential information.
• Reliable access to transportation for occasional travel between properties.

Responsibilities

• Provide general clerical and administrative support primarily to the President & CEO and, as needed, to other senior executives.
• Duties include typing, filing, copying, scanning, and maintaining documents.
• Schedule, manage calendars, and coordinate meetings for the President & CEO.
• Manage travel logistics, including local and long-distance travel arrangements and meetings.
• Assist with planning, setup, and cleanup of meetings and events.
• Support Board of Directors meetings: notifications, prep, distribution of packets, signatures, and tracking commitments.
• Provide support for Tenant Advisory Council meetings and projects.
• Assist with presentations, board meetings, and special projects.
• Communicate professionally with stakeholders, including donors.
• Handle mail and courier services; process invoices and enter data.
• Coordinate and distribute quarterly internal staff newsletters.

Skills

Verbal & written communication

Organized & detail-oriented

Discretion with confidential info

Multitasking

Education

Bachelor’s Degree (preferred)

High School Diploma or GED

Tools

Microsoft Office Suite (Word, Excel, Outlook)

PowerPoint

CRM software (Neon, Bloomerang)

Constant Contact / email marketing

Job description

Description

As a member of the Human Resources and Administration Department, the Administrative Assistant II (AAII) position is assigned to the Executive Team (the CEO and CFO) and will occasionally provide efficient and timely support to other senior executives of the organization as well as the Fund Development Department. This position schedules meetings, manages the calendar of the President & Chief Executive Officer, assists in the preparation of meeting materials for the Board of Directors, coordinates logistics of meetings and special events, answers calls and perform general office tasks. In addition, this position may also assist with copying, scanning, processing and distributing mail, and other clerical duties as assigned by the Senior Manager of Administration.

• Provide general clerical and administrative support primarily to the President & Chief Executive Officer and, as needed, to the Chief Operating Officer, Chief Financial Officer, Senior Manager of Administration, and Fund Development Director.
• Duties include typing, filing, copying, scanning, and maintaining documents.
• Schedule, manage calendars, and coordinate meetings for the President & CEO.
• Manage travel logistics, including all aspects of local and long-distance travel arrangements, meeting venues, appointments, directions, expense reports, and reimbursement processing for the Chief Executive Officer and other employees.
• Assist with the planning, setup, and cleanup of meetings, luncheons, groundbreaking ceremonies, grand opening events, and fundraising activities.
• Provide administrative support for Board of Directors meetings, including meeting notifications, preparation, and distribution of board packets, obtaining signatures, and tracking commitments and priorities on behalf of the President & CEO.
• Provide support for Tenant Advisory Council meetings, activities, and projects.
• Assist with presentations, board meetings, and special projects, including final review, preparation, and production of materials for internal and external distribution.
• Communicate professionally and effectively with stakeholders, including donors, via telephone, email, and written correspondence.
• Receive, process, and distribute incoming and outgoing mail, including coordinating courier and express mail services, as needed.
• Process invoices and enter data accurately into the accounting system.
• Coordinate, prepare, and distribute the quarterly internal staff newsletter.
• Perform other administrative and office support duties as assigned.

Requirements

Basic Qualifications

• High School Diploma or GED.
• Three (3) years’ experience working in an office environment.
• Three (3) years’ using Microsoft Office Suite programs, Word, Excel and Outlook.
• Two (2) years creating office correspondence.
• Excellent verbal and written communication skills with mastery of principles of spelling, grammar, syntax and punctuation.
• Organized and have strong attention to detail.
• Self-motivated, resourceful, ability to prioritize and manage multiple projects simultaneously with minimum direction.
• Discretion in handling confidential or sensitive information.
• Sound judgment and excellent problem-solving skills.
• Ability to interact with a variety of people with poise, tact, and diplomacy.
• Reliable access to transportation to support occasional travel between ACOF properties, offices, partner locations, or other work-related destinations, as needed.
• Ability to meet California minimum and ACOF insurance requirements.

Preferred Qualifications:

• Bachelor’s Degree.
• Familiarity with PowerPoint.
• Familiarity with Constant Contact or other email marketing software.
• Familiarity with CRM software (Neon, Bloomerang) and ability to update database.
• An eye for design.
• Bilingual – Spanish preferred.
• Sense of Humor