Job Description

TruEvolution fights for health equity and racial justice to advance the quality of life and human dignity of LGBTQ people.

Executive Assistant to the CEO
TruEvolution (TE) is seeking an Executive Assistant to the President & CEO (CEO) who will serve as a trusted steward of the CEO’s time, problem solver and all-around team partner. The ideal candidate will have the ability to simultaneously handle complex situations and multiple responsibilities and a demonstrated ability to manage confidential information and sensitive projects. The Executive Assistant manages day-to-day administrative duties in support of the CEO, including scheduling meetings, managing travel and expenses, and coordinating materials to prepare for meetings and events. This individual also acts as a liaison between the CEO and other members of the TE staff, as well as the TE Board of Directors and other external constituencies. They must exhibit the ability to build strong and professional relationships through direct interaction with peers, industry professionals, and government officials. The goal of the Executive Assistant is to ensure the CEO has a seamless daily schedule, and that both short- and long-term projects are carried out to timely completion. The ideal candidate will be exceptionally organized, detail-oriented and proactive with a natural ability to thrive in a fast paced, ever-changing, team-based environment. The Executive Assistant works closely with the Chiefs and Directors of each department to facilitate effective flow of information amongst the Executive team. Must have a reliable vehicle.

Position Responsibilities:

CEO Schedule & Logistics

• Prepare daily oral and written briefs for the CEO; make recommendations for the day’s priorities.
• Maintain the CEO’s calendar and schedule all appointments for the CEO.
• Screen, place and receive all communications to and from the CEO.
• Review all emails for the CEO and when appropriate, provide recommendations on actions to be taken.
• Draft responsive correspondence for CEO’s signature.
• Prepare draft emails and other correspondence for CEO. Prepare key documents for signature, comments, decision, or action.
• Organize and manage the flow of work in and out of the CEO’s office. This includes the organization of daily correspondence (internal and external); management of information flow in and out of the CEO’s office; compiling and filing reports; follow-up on various items on CEO’s behalf.
• Organize and prepare relevant briefing or background materials for meetings (e.g. bio data gathering, political and media updates).
• Create and or adapt presentations to be made by the CEO.
• Ensure the CEO is informed of deadlines.
• Assist with research projects out of the executive office.
• Coordinate with Executive Team members to execute special projects as needed.
• Organize executive team meetings, including agendas, minutes and follow up.

Travel Support

• Prepare and confirm all travel and accommodation arrangements for the CEO; resolve related difficulties.
• Prepare and submit reimbursements for corporate travel.
• Process reimbursement forms and track travel expenses for CEO.
• Prepare travel memos and travel materials prior to travel.

Administrative Support

• Review, analyze, and develop administrative systems in order to improve the effectiveness and efficiency of workflow and reporting procedures for CEO.
• Identify administrative needs and develop appropriate solutions.
• Develop and maintain extensive filing system for correspondence, business matters, and related data.
• Develop and maintain project tracking systems for CEO.
• Schedule and coordinate all staff meetings attended by CEO, including staff meetings, Director’s meetings, monthly meetings with Chair of the Board, quarterly meetings with Board of Directors, and any additional meetings necessary.
• Screen requests for speaking engagements for CEO.
• Access and maintain confidential records and maintain strict confidentiality of all activities.
• Maintain the confidentiality of and keep current CEO’s office records and files.
• Sit in on behalf of CEO in meetings and on designated conference calls.
• Run errands and perform day to day assisting of the CEO, including staff support at events, site visits, and meetings as requested.

General

• Schedule and coordinate requested meetings.
• Prepare communications, such as memos, emails, invoices, reports and other correspondence.
• Write and edit documents from letters to reports and instructional documents.
• Create and maintain filing systems, both electronic and physical for CEO.

All staff are expected to:

• Attend weekly staff meetings (2x per month), on time and prepared with requested updates or materials.
• Attend monthly (2x per month) senior director meetings (applicable for senior directors only).
• Attend annual staff retreat (1x per year).
• Attend one (1) conference or professional development training per year.
• Attend all signature annual TruEvolution activations as requested, including: Youth United, Healthy Community Provider’s Summit, and TruHero Gala, and other “key” events to the annual programmatic calendar.
• Perform other duties as assigned.

Position Qualifications:

Education & Experience

• Years of Experience: 2-3 years
• Education/Certifications: High School/GED-equivalent required. Bachelor’s degree preferred.

Skills

• Decision-making:

o Make independent decisions on a daily basis, addressing the best way to handle specific tasks.

• Communication and collaboration:

o Exceptional verbal communication skills, with ability to communicate in a tactfully assertive manner.
o Demonstrated ability to compose correspondence and documents, which often require an understanding of specific subject matter, standards and/or procedural guidelines.
o Must be proficient in spelling, punctuation, sentence structure and writing.
o Must collaborate with other administrators and support personnel, management and clients on a regular basis.
o Communicate appropriate information to other departments in a timely and effective manner.
o Exemplary interpersonal skills, with ability to interact effectively with all levels of the organization.
o Exercise excellent judgment and diplomacy in all interactions, using discretion in all matters while maintaining confidentiality.
o Proven ability to establish solid connections to build successful relationships.
o Possess a helpful demeanor, focused on customer service.

• Organizational skills:

o Exceptional ability to prioritize assigned tasks, solve issues as they arise and anticipate the CEO’s work needs.
o Must organize and prioritize which tasks are the most important in a given list.
o Superior organizational skills and great follow through.
o Incredibly detail oriented.
o Work well under tight deadlines; responding quickly to rapidly changing demands in a fast-paced environment.
o Possess strong scheduling, calendar management and expense report management.
o Flexible and able to quickly react to last minute changes.
o Superior travel coordination skills.
o Experience planning and organizing events.

• Hustle and Attitude:

o Ten steps ahead of the CEO, anticipating every move in order to help conserve time and drive efficiency.
o Willing to do whatever it takes to get the job done with a consistently positive outlook and attitude.
o Creative problem-solver, proactive & self-motivated, with the ability to take direction.
o Ability to hit the ground running and take charge of the position.
o Participate in appropriate professional development programs to attain and maintain competency.
o Flexibility in schedule to provide assistance outside of normal business hours, if needed.

Knowledge

• Proficiency with the MS Office Suite (Word, Excel, PowerPoint, Access, Outlook), G Suite Applications (Google Docs, Google Sheets, Google Slides, Google Calendar), and Social Media
• Proficiency with Zoom video conferencing

Job Location

Los Angeles, California, United States
Must be able to commute to office location in Riverside when requested.

Remote work available.

All positions at TruEvolution may require travel on a regular basis or periodically. Where the need arises for business travel, appropriate compensation as outlined by the Fair Labor
Standards Act will apply.

Position Type
Full time, Salary, Exempt

Starting Salary
$65,000 - $70,000 USD/annually

We strongly encourage people of color, transgender and non-binary people to apply.
TruEvolution is an equal opportunity employer and welcomes everyone, including non-LGBTQ people, to join our team.

Job Type: Full-time

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekend availability

Ability to commute/relocate:

• Los Angeles, CA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 2 years (Preferred)
• Microsoft Powerpoint: 2 years (Preferred)
• Administrative: 2 years (Preferred)

Work Location: In person

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