Executive Assistant (ELAFRC)
Executive Assistant (ELAFRC)
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1 Vacancy
Job Description
The Eastern Los Angeles Family Resource Center (ELAFRC) a program of Heluna Health serves as both the Early Start and Family Empowerment Center for the Eastern Los Angeles Regional Center service area. ELAFRC provides emotional support information community navigation and training to individuals of all ages who have or are at risk for developmental and intellectual disabilities as well as to their families.The Center empowers families by helping them understand and access services through the regional center educational institutions and other public systems. ELAFRC also partners with professionals offering resources and learning opportunities that promote meaningful familyprofessional collaboration and a deeper understanding of the developmental disabilities system.
We are looking for an experienced selfmotivated Executive Assistant to assist the Executive Team. The successful candidate will have prior Executive Assistant work experience and must be able to work independently possess great attention to detail and have the confidence to work alone and within a team.
This is a full time (40 hours per week) benefited position. Employment is provided by Heluna Health
The Pay rate for this position is $30/hr
ESSENTIAL FUNCTIONS
- Scheduling and calendar management coordinating meetings events trainings conferences and reporting deadlines
- Ensure efficient functioning of all agency offices by ordering supplies maintaining office equipment and ensuring a clean welcoming and organized workspace and public areas.
- Making travel arrangements by booking flights hotels and other travel and conference plans and confirming travel itineraries
- Plan and coordinate logistics for meetings and events
- Answer incoming business calls and act as a first point of contract for the management staff including screening calls and vistors.
- Manage the centers mail and email inbox daily
- Contact prepare and generate volunteer and donation efforts communications and reports
- Assist with final report formatting and submission
- Create preliminary reports from our custom database system (Salesforce).
- Prepare and/or assist in final drafting of reports and financial documents for signature or approval (budgets financial statements program reports.)
- Prepare and submit expense requests or documentation to fiscal agent as directed (disbursements invoices travel reimbursement credit card etc.)
- Provide meeting support as requested including taking minutes preparing agendas providing refreshments zoom facilitation/support notetaking and/or transcribing assistance
- Manage the maintenance of documents by organizing files and maintaining records for the agency including personnel and financial statements
- Assist Program Manager with implementing community and outreach events
- Travel between various locations by conducting errands in the field and to various offices business IE: post office agencies.
- Assist Executive staff in subcontracting and consultant management including tracking invoicing and ensuring compliance and completion of scope of work.
- Provide strategic support by ensuring annual meetings assisting with advisory council duties and other special projects.
- Other ad hoc duties as assigned
JOB QUALIFICATIONS
- Bilingual in English and Spanish preferred.
- Effective Communications effectively convey thoughts in written and verbal communication
- Critical Thinking ability to fully analyze a situation and present welldefined resolutions
- Attention to Detail understand the value of accuracy and ability to support overall organizational process
- Managing Priorities properly define urgency of each task that is presented
- Team Oriented enjoys supporting the needs and interests of others
- Work Ethic personally fulfilled by immersing oneself in worthwhile objectives
- Character highlevel initiative; steadfast integrity
- Attitude fun loving; positive outlook; coachable
- High aptitude for systems and workflow processes
- Good organizational and analytical skills required.
- Expert computer skills required including MS applications
- Strong communication teamwork interpersonal and customer service skills required.
- Eye for detail completeness and accuracy.
- Ability to work effectively under pressure meet deadlines and provide proactive and innovative solutions to customer issues.
- Must maintain confidentiality of privileged information.
- Ability to handle multiple priorities quickly and accurately with a positive attitude
- Requires high proficiency in commonly used programs and software such as Microsoft Office Suite (Word Excel PowerPoint Teams etc.) Google Workspace (Gmail Docs Sheets Slides etc.) Zoom Adobe Acrobat/Adobe Creative Cloud and online programs (Venngage Canva)
Education/Experience
- Bachelors Degree preferred
- 3 years of experience in similar role
Certificates/Licenses/Clearances
- A valid California drivers license proof of vehicle insurance and reliable transportation will be needed to carry out jobrelated essential functions as travel between various locations is a requirement.
PHYSICAL DEMANDS
Stand: Frequently
Walk: Frequently
Sit: Frequently
Handling / Fingering: Occasionally
Reach Outward: Occasionally
Reach Above Shoulder: Occasionally
Climb Crawl Kneel Bend: Occasionally
Lift / Carry: Occasionally Up to 25 lbs
Push/Pull: Occasionally Up to 25 lbs
See: Constantly
Taste/ Smell: Not Applicable
Not Applicable Not required for essential functions
Occasionally (0 2 hrs/day)
Frequently (2 5 hrs/day)
Constantly (5 hrs/day)
WORK ENVIRONMENT
General Office Setting Indoors Temperature Controlled. Will travel in the communities surrounding the East and North East Los Angeles Area. The main office is located in Alhambra.
APPLICATION PROCEDURES
Interested candidates should submit a resume and cover letter for consideration.
EEOC STATEMENT
It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants without regard to age (40 and over) national origin or ancestry race color religion sex gender sexual orientation pregnancy or perceived pregnancy reproductive health decision making physical or mental disability medical condition (including cancer or a record or history of cancer) AIDS or HIV genetic information or characteristics veteran status or military service.
Employment Type
Full-Time
