Executive Assistant To VP, Programs/Program Associate (CCF)

The California Community Foundation (CCF) is a public, charitable organization serving Los Angeles County in multiple capacities since 1915.  We encourage philanthropy by individuals, families, companies and organizations, and serve as a trusted steward of their charitable funds and legacies.  We make grants and collaborate with nonprofits in specific areas, and concentrate attention and resources on the needs of the most vulnerable individuals and groups in the community.  CCF convenes and engages nonprofit, private and public sector partners to increase philanthropy and incorporate philanthropists into community problem solving in Los Angeles.

 CCF is a dynamic environment that values individuals who want a purpose more than a position.  We have a diverse and talented team of experienced and passionate advocates for our community.  We are a learning organization driven by the idea that continuous improvement furthers professional development and increases our ability to effect positive change.  We seek individuals who thrive in a fast-paced setting highly focused on results and impact.

 CCF is hiring an Executive Assistant to the Vice President, Programs/Program Associate.  This position performs a high level of support and programmatic duties for the vice president and other programs areas as directed, including special projects.  The Programs Team consists of program officers, directors, managers and associates - a team focused on grantmaking as overseen by CCF board, on behalf of LA County-based nonprofits in education, health, arts, foster youth, and many special initiatives.   

 Major Responsibilities: 

  • Administrative Support:  Provides administrative support to the VP and identified initiatives within the department, including scheduling internal and external meetings; composing, processing and expediting correspondence; preparation of CCF Board and Program Committee materials; agenda prep for bi-weekly Programs Team and Grantmakers meetings; answering phones; processing mailings; creating and maintaining department files; 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. Assists with various departmental projects, including responding to external requests for information and materials.  As necessary, takes and prepares minutes for advisory committee and subcommittee 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.  Provides relief coverage for reception desk and convening center.
  • Grantmaking Initiative Support: Provides select assistance to teams responsible for special grantmaking initiatives and programs - such as BLOOM (Building a Lifetime of Options and Opportunities for Men), LASIF (Los Angeles Scholars Investment Fund) and the Fellowship for Visual Artists - ensuring a thoughtful and reasonable process, timely preparation and coordination of key activities and materials for review panels, advisory committees and subcommittees.  Specific responsibilities could include:
    • Ensures all related key activities and interfacing between key contacts are tracked (e.g. input into RE, GE).
    • Tracks timeline activities, helping to ensure deadlines are met.
    • Responsible for recordkeeping of all meeting materials, minutes, emails, newsletters, invoices, contracts, grant agreements, etc.
    • Coordinates logistics of grantmaking applications, “how to apply” sessions, and convenings (e.g. grantees, capacity builders etc.).
    • Interfaces as necessary with DDR, and helps prepare updates to donors.
    • Writes correspondence as directed and responds to general inquiries from the public. 
    • Participates on site visits, grantee check-in calls.
  • Grant Monitoring and Management: Reviews ad-hoc reporting requests on grantmaking activities.  Coordinates report requests on grantmaking impact and generates impact reports. Monitors and reports regularly on workshop attendance and webinar participation, proposals and the grant process including grant agreements, progress reports, payment requests, and other related correspondence.  Accurately updates and maintains databases to ensure maximum utilization of organizational information systems. Works closely with the Grants Management Group to apply standards, develop new reports and improve process. Communicates and meets with grantees as needed. 
  • Grant Proposal Analysis: Under the direction of the VP and program officer/initiative lead, assists with the review and analysis of applications for funding support through written materials, site visits, and interviews with other funders and relevant agencies, as well as compares other funding requests with what is known in the field.  Under direction, works directly with grantseekers to provide clarification of initiative priorities, direction regarding application procedures, and feedback on proposals.
  • Community Relations:  Participates in philanthropic activities to further build community foundation relationships and enhance their operations. Represents CCF in foundation and community groups related to grantmaking interest areas as needed. 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 grantmaking 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 of this position.

  • Experience: Minimum of three years progressively responsible administrative experience required.  Experience in research, writing and data management preferred.  Prior nonprofit experience a plus.
  • Education:  Bachelor’s degree required.
  • 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. Sense of humor, a plus.
  • 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.
  • Team Work & General Skills:  Ability to work well as team member.and independently.  Ability to take initiative and provide clear direction to PO/Directors/ PAs and follow tasks through to completion.
  • 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.

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. Due to the nature of external appointments and/or responsibilities requiring travel to locations not easily accessible by public transportation, driving is an essential job responsibility for this position.
  • Work may require weekends and/or extended work day.
  • Punctuality and satisfactory attendance are essential functions of the job.
  • 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.

Compensation:

This is a regular, 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, life and disability insurances, parking or transportation, and retirement benefits.

How to Apply:

To apply to this position, please visit our website at www.calfund.org and select “Careers” or go to http://www.recruitingcenter.net/clients/calfund/publicjobs

CCF is an Equal Opportunity Employer.