Executive Assistant / Program Associate, to VP of Education and Immigration (CCF)

California Community Foundation; Los Angeles (CA); On-site; USD 55,000 - 70,000; Full time

Job summary

California Community Foundation in Los Angeles seeks an Executive Assistant / Program Associate to support the VP of Education and Immigration. The role handles calendar management, correspondence, and project coordination for education initiatives and community grants.

The position requires three years of admin experience, strong communication skills, and proficiency with Microsoft Office; Blackbaud familiarity is a plus.

Qualifications

• Three years of progressively responsible administrative experience are required.
• Strong interpersonal, written, and verbal communication skills are essential.
• Experience with databases and office software is expected; Blackbaud is a plus.

Responsibilities

• Provides administrative support to the vice president and department, including calendar management and correspondence.
• Conducts research, analyzes trends, and presents findings in writing and oral formats.
• Assists with grant proposal analysis, monitoring and reporting activities.
• Coordinates meetings, events, and outreach activities for the program area.
• Acts as liaison and communicates information between the VP and staff with discretion.

Skills

Admin experience

Communication skills

Tech proficiency

Organizational skills

Discretion

Teamwork

Tools

Microsoft Office

Blackbaud software

Job description

Executive Assistant / Program Associate, to VP of Education and Immigration (CCF)

Posted on February 12, 2018

The California Community Foundation (CCF) is a nonprofit grant making foundation that administers almost 1,600 individual charitable funds to meet existing and emerging needs in the Greater Los Angeles area. CCF is one of the largest and fastest growing community foundations in the United States. With assets of more than $1.4 billion currently, CCF has awarded more than $1.6 billion in grants and received more than $1.8 billion in contributions over the past ten years. Since 1915, CCF has been helping individuals, families, corporations and nonprofits establish and develop their philanthropic visions.

We envision a future where all Angelenos thrive – a future where the productive capabilities of Angelenos contribute to the health and well-being of our communities. The fate and future of every resident is interwoven, and our success as a community will be defined by how we improve the quality of life of all residents, especially our most vulnerable. We also envision a future in which more donors impact the challenges of Los Angeles and beyond, fulfilling their passions and creating a diverse spectrum of opportunities and philanthropic legacies.

For 100 years, the passion of our living and legacy donors has defined and built the California Community Foundation. Their generosity and dreams for a better tomorrow make our drive for meaningful social change possible. We partner with individuals and families to not only pursue their own personal passions but to collaborate with us, along with the public, private and nonprofit sectors, in transforming Los Angeles County.

Reporting to the vice president of education and immigration, this position performs a high level of support and programmatic duties for the vice president and other program areas as directed, including special projects and initiatives. This position requires a high level of administrative experience and communication skills to effectively represent the California Community Foundation’s (CCF) values and pursuit of its mission.

Major Responsibilities:

• Administrative Support: Provides administrative support to the vice president and the department, including composing, processing and expediting correspondence and faxes; preparation of CCF Board and Program Committee materials; agenda prep for bi-weekly team meetings; annual budgeting for the CE-General fund; support for initiative budgeting as needed; answering phones; processing mailings; creating and maintaining department files; scheduling meetings and conference calls; ordering supplies; copying documents; processing fax and messenger communication; making travel arrangements; processing invoices, check requests and expense reports; maintaining department and executive’s calendar; event coordination; and managing select vendor relationships. Coordinates project calendars, schedules meetings for CCF-led taskforces and committees, and administers contact lists. Assists with various departmental projects, including responding to external requests for information and materials. As necessary, takes and prepares minutes for meetings. Serves as liaison to communicate pertinent information between the vice president and staff, suggesting courses of action but using discretion when no instructions have been given.
• Project and Research Support: Maintains records, materials and files for programs as needed. Assists with special projects for CCF, ensuring a thoughtful and reasonable process, timely preparation and coordination of key activities and materials for review panels, advisory committees, and CCF’s Board of Directors. Conducts research and analyzes trends on issues or concerns of importance to CCF through written materials, interviews, community meetings, online resources, or other useful vehicles. Presents findings in written and oral formats to program officers and others as appropriate.
• Grant Proposal Analysis: Under direction, assists with the review and analysis of applications for funding support through written materials, site visits, interviews with other funders and relevant agencies, as well as compares with other funding requests with what is known in the field.
• Event Support: Coordinates advisory committee and subcommittee meetings for initiatives and other needs. Provides logistical support on meetings and events, such as scheduling venues, arranging for catering and handling onsite needs (audiovisual, production and dissemination of meeting materials).
• Outreach: Under the direction of department management and officers, works directly with grant seekers to provide clarification of community foundation priorities, direction regarding application procedures, and feedback on proposals.
• Grant Monitoring and Management: Processes grant proposals, awards and reports in the Granted Edge database system, reviews ad-hoc reporting requests on grant making activities with Communications and the grants management group. Coordinates report requests on grant making impact and generates impact reports. Monitors and reports regularly on workshop attendance, proposals and the grant process including grant agreements, progress reports, payment requests, and other related correspondence. Works closely with the Grants Management Team to apply standards, develop new reports and improve process. Communicates and meets with grantees as needed.
• Community Relations: Participates in philanthropic activities to further build community foundation relationships and enhance their operations, including support of event coordination such as handling calls, email and written requests. Represents CCF in foundation and community groups related to grant making interest areas. Participates in donor events and outreach activities as requested during and outside regular business hours.
• Internal Integration of Work: Identifies opportunities for and integrates the functions and skills of civic engagement, marketing and communications and development and donor relations into their grant making to increase focus on systemic change. Engages with internal and external resources to secure necessary competencies.
• General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF. At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience: Minimum of three years progressively responsible administrative experience required. Experience in research, writing and data management preferred. Prior nonprofit experience a plus.
• Communication Skills: Strong interpersonal, written, and verbal communication skills are required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. Ability to prepare and deliver information both internally and externally, and to comfortably interact with diverse audiences as well as nonprofit and community groups.
• Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software, is required. Working knowledge of Blackbaud software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
• Organizational Skills: Strong organizational skills and attention to detail. Ability to prioritize work, anticipating the needs of a busy executive, and adjust to multiple demands with minimal supervision.
• Judgment and Discretion: Ability to interact in a professional manner with senior level executives, boards of directors and board committees. Ability to use discretion and function independently. Must be able to recognize and appropriately convey the sensitive nature of any situation and possess the ability to keep all matters appropriately confidential.
• Team Work & General Skills: Ability to work well independently and as team member. Ability to take initiative, and follow tasks through to completion.

Working Conditions:

• Requires the ability to sit and work at a desk for several hours at a time.
• Requires the ability to travel and attend meetings, presentations and events outside the office, which may require occasional use of a motor vehicle for transportation to other locations.
• This position is required to be available to speak with clients and/or others while away from the office and/or with clients and/or others located in other time zones outside foundation business hours.
• Work may require occasional weekends and/or extended work day.
• Punctuality and satisfactory attendance are essential functions of the job.

Compensation:

This is a full-time, exempt position. Salary is dependent on experience and qualifications. A generous benefit package is provided to all full-time staff, including medical, dental, vision, LTD, life, FSAs and retirement benefits.