Talent.com
Division Director Executive Assistant
Division Director Executive AssistantHOPICS • Los Angeles, California, United States
Division Director Executive Assistant

Division Director Executive Assistant

HOPICS • Los Angeles, California, United States
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
  • [filters_job_card.quick_apply]
[job_card.job_description]
Title: Executive Assistant to Division Director
Division: HOPICS
FLSA: Non-Exempt, 30-40 hours/week
Supervisor: Division Director of HOPICS
Pay Range or Rate: DOE
Revised: 07.29.2021

Summary:
Performs administrative duties for senior/executive management. Responsibilities may include screening calls; managing calendars; making travel, meeting, and event arrangements; preparing reports and financial data; drafting written documents, training and supporting other administrative staff; and customer relations. Experience working in homeless outreach or social services would be ideal.

Essential Functions:
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Design and maintain databases.
  • Review financial assistance and another check request for quality control.
  • Extensive experience with excel expert level preferred.
  • Extensive experience handling heavy calendar management.
  • 2 to 4 years supporting non-profit executive director management level positions.
  • 2 to 4 years working in social services / homeless outreach programs.
  • Experience working in a fast paste administrative setting.
  • File and retrieve documents and reference materials.
  • Conduct research, collect and analyze data to prepare reports and documents.
  • Manage and maintain executives' schedules, appointments, and travel arrangements.
  • Arrange and coordinate meetings and events.
  • Record, transcribe and distribute minutes of meetings.
  • Monitor, screen, respond to and distribute incoming communications.
  • Answer and manage incoming calls.
  • Receive and interact with incoming visitors.
  • Liaise with internal staff at all levels.
  • Interact with external partner organizations.
  • Coordinate project-based work.
  • Provide scheduling and calendar maintenance support.
  • Analyze and accumulate submitted management reports.
  • Review operating practices and implement improvements where necessary.
  • Provide training as necessary and appropriate to train lower-level staff.
  • Must utilize processors, create spreadsheets and database applications, and conduct internet research as necessary.
  • Develop flow charts, organizational charts, and other visual aid materials.
  • Coordinate, plan and set up for meetings.
  • Provide administrative support to the Director.
  • Provide support to communications platforms, branding, and website.
  • Work collaboratively with program staff, agency partners, and outside agencies.
  • Attend all mandatory program and division meetings and training, as assigned by his/her supervisor and division director.
  • Support for special projects.
  • Assist with preparation for meetings and training and other group sessions as assigned.
  • Maintain appropriate boundaries, and adhere to SSG’s Code of Ethics and HOPICS Core Values.
  • Represent the Agency in a professional manner at meetings and community events.
  • Maintain files/records on client services in compliance with HIPAA, 42 CFR Part 2, and other funding requirements for audit purposes.
  • Regular attendance is required.
  • Other duties as needed.

A monthly Covid19 Test is required for all full vaccination staff

Mandatory Covid19 Vaccination Requirement:
COVID-19 Vaccination Required: All staff is required to be fully COVID-19 vaccinated and to submit vaccination records to the HR Department during new hire orientation.

Fully COVID-19 vaccinated (2 weeks from last vaccination dose to be considered fully vaccinated)

Maintain and uphold the Agency mission statement, values, policies, procedures, and principles

All staff are required to take a monthly Covid19 test and submit it to the HR department

Secondary Functions:
  • Perform other duties as assigned Overtime, holiday, or weekend work may be required periodically.
  • Supervisory Responsibilities.
  • This position does not have any supervisory responsibilities.
  • Environmental Conditions. (Working Conditions)
  • This position is in response to working in “client-friendly” environments and may be required to visit other shelters and partner agencies. There is some responsibility to work in noisy environments where children and unstable adults are few to talk loud and expressive.

Physical Requirements:
  • S/he typically spends time sitting, standing, reading, writing, walking, thinking, filing, reaching, stapling and binding, typing, driving, carrying (max 25lbs), thinking, listening, and speaking.

Mental Requirements:
  • This position will require the individual to be able to handle any/all the following: constant distractions, interruptions, uncontrollable changes in priorities/work schedules: to be able to process information, think, and conceptualize.

Minimum Qualifications - Knowledge, Skills, and Abilities Required:
  • Bachelor’s Degree in Business administration, organizational leadership, human services, or a related field. More than two years of administrative support or analyst experience.
  • High proficiency in Microsoft Word, Excel, PowerPoint, Visio (or similar software), Constant Contact (or similar web-based applications), and the Internet.
  • If in recovery, a minimum of three (3) years of being drug and alcohol-free is required. Knowledge of basic filling structure, ability to organize and manage multiple priorities.
  • Ability to do concise documentation and effectively communicate in written and verbal form.
  • Experience working with individuals from diverse cultural, ethnic, and socio-economic backgrounds. Neat and professional appearance.
  • Attention to detail and punctuality are required; the ability to communicate effectively, both written and orally required. TB test, CPR, and First Aid certification required. (Note: Results may not be more than (3) months prior to or (7) days after the date of hire and renewed annually thereafter.)

Special Service for Groups is an Equal Opportunity Employer.


    [job_alerts.create_a_job]

    Division Director Executive Assistant • Los Angeles, California, United States

    [internal_linking.similar_jobs]

    Executive Director

    Envision Consulting LLCLos Angeles, CA, United States
    [job_card.full_time]

    Helping Hearts is a newly launched national nonprofit organization dedicated to restoring dignity and connection to those carrying unattended grief.Founded by David Kessler, Helping Hearts was crea...[internal_linking.show_more]

     • [job_card.promoted]

    Divisional Director

    Behavioral Health Services, IncGardena, CA, United States
    [job_card.full_time]

    The Divisional Director supervises and manages administrative, operational and clinical functions of services in the assigned division.Provides leadership and direction in working toward fulfilling...[internal_linking.show_more]

     • [job_card.promoted]

    Assistant Director, Employer Development

    StudentAffairs.comLos Angeles, CA, United States
    [job_card.full_time]

    Assistant Director of Employer Development.To be considered for this position, please include a cover letter with your CV/resume.It can be added to the application at the same time/place you add yo...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Executive Assistant to the Managing Director

    The Hongkong and Shanghai Hotels, LimitedBeverly Hills, CA, United States
    [job_card.full_time]

    We are seeking an Executive Assistant who will be responsible for providing high-level administrative and strategic support to the Managing Director, Hotel Manager and senior executives.Work for an...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Executive Director - Impact Theory University (Online)

    Impact TheoryWest Hollywood, CA, United States
    [job_card.full_time]

    We are a fast-growing, subscription-based virtual university designed exclusively for business owners and entrepreneurs.Our mission is to equip high-achievers with the skills, strategies, and netwo...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director

    Alzheimer's AssociationLos Angeles, CA, United States
    [job_card.full_time]

    The California Southland Chapter Executive has overall strategic and operational responsibility for the markets across the California Southland Chapter, which consists of Los Angeles, Riverside and...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director

    Neighborhood Legal Services of Los Angeles CountyLos Angeles, CA, United States
    [job_card.permanent]

    Neighborhood Legal Services of Los Angeles County.Neighborhood Legal Services of Los Angeles County seeks an experienced and passionate leader to serve as our next Executive Director and help us fi...[internal_linking.show_more]

     • [job_card.promoted]

    Sr Executive Assistant

    The Walt Disney CompanyBurbank, CA, United States
    [job_card.full_time]

    The Sr Executive Assistant role is a pivotal position within Searchlight Pictures, providing high-level administrative support to the President of Searchlight Pictures.This role requires a skilled ...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Assistant- Corporate Legal

    The Walt Disney Company (Corporate)BURBANK, California, United States
    [job_card.full_time]

    Do you have deep experience supporting executives? Are you known for keeping your cool under pressure? Can you interact with the most senior levels of management? If you’re nodding your head, then ...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Assistant Director, Operations

    Simon Property GroupLos Angeles, CA, United States
    [job_card.full_time]

    The successful candidates responsibilities will include, but not be limited to: Assists with the development of a 5-year capital plan to continue to maintain and enhance the property assets and exe...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Assistant Director of Operations - The Kia Forum

    Compass Group, North AmericaInglewood, CA, United States
    [job_card.full_time]

    Assistant Director of Operations - The Kia Forum.Want to apply to this job via text messaging? Text.The advertised program is an AI recruiting assistant that helps you apply to jobs with Compass Gr...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Executive Director, Business Development - Core

    Taylor Strategy PartnersLos Angeles, CA, United States
    [job_card.full_time]

    Executive Director, Business Development.Executive Director, Regional BD.This role blends strategic account farming with targeted hunting activities- balancing proactive expansion of existing accou...[internal_linking.show_more]

     • [job_card.promoted]

    Non Profit Executive Director

    TradeJobsWorkForcePlaya Vista, CA, United States
    [job_card.full_time]

    Non Profit Executive Director Job Duties: Responsible for planning, organization, and direction of the organization's operations and programs.Develops and implements consistent inventory and cost a...[internal_linking.show_more]

     • [job_card.promoted] • [job_card.new]

    Executive Director

    InsideHigherEdLos Angeles, California, United States
    [job_card.full_time]

    The UCLA Henry Samueli School of Engineering and Applied Science includes more than 6,500 undergraduate and graduate students and 215 full-time faculty members.Established in 1945, UCLA Samueli is ...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director of Development, UCLA Anderson School of Management

    University Of California Los AngelesLos Angeles, CA, United States
    [job_card.full_time]

    Special Instructions to Applicants.A resume, cover letter and completed application are required to be considered for this position.Please note, this is a HYBRID role.UCLA Anderson is a global inno...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director of Advancement, Brentwood School

    Korn Ferry Executive SearchLos Angeles, CA, United States
    [job_card.full_time]

    In its relatively short 50-year history, Brentwood School has grown into one of the premier independent day schools in Southern California.The West Campus for students in grades K-5 and the East Ca...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director - Senior Living

    Clearwater Newport BeachTorrance, CA, United States
    [job_card.full_time]

    Executive Director opportunity.Do you love changing lives for the better, collaborating with professionals to support seniors, building a dynamic and caring team, delivering great results in a beau...[internal_linking.show_more]

     • [job_card.promoted]

    Executive Director, Crooked Ideas

    Crooked MediaLos Angeles, CA, United States
    [job_card.full_time]

    At Crooked, we believe the answer to a rising authoritarian movement is a democratic movement powerful enough to fight it and (fingers crossed) defeat it.That means using all the tools at our dispo...[internal_linking.show_more]