Executive Assistant to the CEO — Woodland Hills (Los Angeles) Office
The California Wellness Foundation is a private, independent foundation created in 1992 with a mission to improve the health of the people of California by making grants for health promotion, wellness education and disease prevention. Since its founding, Cal Wellness has awarded 8,160 grants totaling more than $940 million. It is one of the state’s largest private foundations. To learn more about the Foundation, explore our website at www.CalWellness.org.
The person in this position provides support and coordinates the executive and administrative activities for the CEO and handles various complex and highly sensitive administrative functions to ensure achievement of the Foundation’s mission and goals. The person in this position is responsible for conserving the CEO’s time and managing a wide variety of support functions, including managing the CEO’s calendar and task list and interacting with high-level executives, including the Board of Directors. Responsibilities include playing a key role regarding scheduling, flow of information, updates, administrative activities and day-to-day communications. The executive assistant will exercise considerable discretion and independent judgment on a daily basis in the performance of duties and is a critical member of a small team requiring a high degree of collaboration and back-up support.
Responsibilities and duties include, but are not limited to, the following:
- Supports the CEO in providing an exemplary level of customer service in responding to the ongoing needs of the Board, executive management committee, staff and community stakeholders.
- Serves as the primary contact for the CEO in responding to and managing myriad external inquiries from key Foundation stakeholders.
- Coordinates administrative activities for the CEO, including screening incoming calls and email messages, and reviewing and screening incoming and outgoing correspondence.
- Manages and coordinates a complex calendar for the CEO, including triaging requests and logistics for meetings and retreats; and scheduling travel, hotel, restaurant and rental car accommodations, as directed.
- Takes notes and summarizes key points addressed at conferences, events and meetings.
- Maintains archived files for the CEO in a current and well-organized manner.
- Maintains positive relationships with grantees, staff, Board members and various constituencies.
- Ensures the timely preparation and distribution of materials (e.g., requests, agendas, schedules, notices and resolutions) for the CEO.
- Prepares expense reports and invoices for CEO.
- Manages and drafts correspondence between the CEO and other parties, as well as confidential Foundation information of the President and CEO’s office.
- Analyzes and tracks information utilizing various databases and spreadsheets, and generates reports and documents as needed.
- Maintains assigned area in a current and well-organized manner, which may include maintenance of extensive inventories of reports, documents, publications and archival materials.
- Proactively verifies, reminds, assists, coordinates and facilitates to ensure that assigned tasks are completed.
- Interacts collaboratively with, and serves as a back-up for, the assistant Board secretary, often sharing information and workload.
- Participates in professional development activities.
- Completes special projects and other duties as assigned.
- Bachelor’s degree preferred or equivalent experience.
- Three to five years of executive-level, administrative experience with progressive responsibility, preferably in the philanthropic or nonprofit sector.
- High level of proficiency with Microsoft Office Suite and telephone systems; familiarity with database programs, such as MicroEdge Gifts ALTA and Concur; and a high level of proficiency in creating Board-level presentations using programs such as PowerPoint.
- Excellent verbal and written communication skills, effective customer-service skills and a high skill level in drafting and editing internal and external correspondence on behalf of the CEO.
- Ability to develop and maintain strong, productive, one-on-one working relationships with the Board, executive management committee and other key staff members, while remaining proactive and resourceful with a high level of integrity, sound judgment and confidentiality.
- Ability to respond to directives received from the CEO while being mindful that matters of policy significance and/or significant resource utilization require direction from the CEO and high levels of diplomacy, tact, discretion and confidentiality.
- High level of flexibility and responsiveness with the ability to thrive and work in a fast-paced, values-driven work environment and to shift priorities quickly as the demands of the CEO require.
- Project-management skills necessary to plan, coordinate and ensure the proper implementation of all administrative matters related to the functioning of the President and CEO’s Office.
- Ability to work independently, as well as collaboratively, when managing projects that include internal constituencies and external organizations (e.g., other foundations, community-based organizations, consultants and vendors).
- Solid logic, analytical and problem-solving skills.
- Solid planning and organizational skills with high attention to detail, accuracy, protocol and deadlines.
- Ability to take initiative and develop solutions quickly and effectively.
- Broad and strategic mindset, creative aptitude and effective use of independent judgment.
- The ability to multitask, prioritize and follow through to effectively manage workflow and meet deadlines.
- Ability to anticipate well, looking beyond the assigned task and considering tangential and collateral connections, problems, opportunities and possibilities.
- Ability to function and interact in a professional capacity to sustain the mission, culture and best interests of the Foundation.
- Ability to understand and consider organizational culture and change.
- Dependability and reliability, always meeting commitments and timeframes.
- Availability for occasional overnight travel throughout the state, as business needs demand.
Salary is competitive and commensurate with background and experience. The Foundation's benefit package is inclusive of medical, dental, vision and life insurance, and short- and long-term disability coverage, and offers flexible spending and 401(k) plans. A positive work environment that supports work-life balance is provided.
Email, fax or mail resume with a cover letter and salary history to:
Human Resources Department
The California Wellness Foundation
6320 Canoga Avenue, Suite 1700
Woodland Hills, CA 91367
Fax: (818) 702-1999
The California Wellness Foundation is an equal opportunity employer.