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Requisition Number 18-10169
Post Date 9/13/2018
Title Executive Administrative Assistant
Full Time/Part Time Full Time
Division Human Resources
Pay Frequency Semi-Monthly
City Culver City
State CA
Description

 

Executive Administrative Assistant

 

Make a Difference in People's Lives While Expanding Your Knowledge and Skills

Diverse Role    ●    Excellent Training    ●    Career Options    ●    Great Culture

Didi Hirsch Mental Health Services has been a leading provider of community mental health and substance use services since 1942. With a history stretching back to the Great Depression, Didi Hirsch has established a strong reputation in the communities we serve. We help more than 90,000 children and adults each year from 11 locations and 100 schools throughout Los Angeles and Orange County. We are committed to excellence, diversity and opportunity. We are dedicated and enthusiastic individuals who make a difference in the lives of the clients we serve. We offer a competitive salary along with a full benefits package. 

   

Top three reasons to bring your career to Didi Hirsch Mental Health Services:

  • This is a diverse role, allowing you to expand your skills.
  • This is a great opportunity to start building a rewarding career with a leader in community mental health services.
  • You will find a strong family-like culture here; people enjoy working together to help some of the most vulnerable members of our communities improve the quality of their lives.

Your key duties will include:

  • Performs administrative functions in support of supervisor including gathering and analyzing data, preparing drafts of correspondence, presentations, spreadsheets and reports.
  • Assists with meetings by preparing and distributing agendas, notices, minutes, reports, communication packets, presentations and other documentation; attends meetings as necessary to resolve problems relating to facilities, refreshments and ensure the meetings run as planned.
  • Maintains financial and legal records relating to the department and/or Agency’s operation; screens and responds to requests for information from independent auditors, vendors, foundations and others.
  • Receives, screens, routes mail, email, telephone calls and publications; prioritizes or responds to requests for information as necessary in a prompt, courteous and confidential manner.
  • Arranges and coordinates meetings, teleconferences and other events; plans travel itineraries; makes reservations, maintains calendar and manages schedule for Executive Staff.
  • Maintains comprehensive calendar of dates for renewal or revision of recurring policies, resolutions or other items; tracks time-sensitive projects, following up with staff well in advance of deadlines.  
  • Processes requests for reimbursement, dues and other expenses in accordance with proper approvals and budgets.
  • Acts as liaison between supervisor and other executives to follow up on assignments; obtain information and/or provide status reports.
  • Provides for an organized work environment by disseminating, tracking and maintaining information/data and implementing appropriate organizational systems.
  • Performs research and analysis of information; coordinates/manages special projects as required.
  • Generates and/or gathers data and information to support report preparation; completes all reporting requirements of the position.
  • Sets up and maintains department files.
  • Maintains supplies, snacks and beverages for meetings, manages inventory and re-orders supplies as necessary; ensures meeting rooms are properly prepared for meetings and cleaned after meetings.
  • Develops and maintains skills through seminars, workshops, or other forms of training/education.

              

Requirements

You must be able to successfully pass our pre-employment screening, including a background check and live scan fingerprinting.  For bilingual positions, you will need to pass a language assessment. You will also need to meet the following requirements for this role:

  • Working knowledge of Agency policies and procedures.          
  • Advanced clerical/administrative skills including personal computer skills (Microsoft Office) and working knowledge of contemporary general office methods.
  • The ability to present ideas, information, and viewpoints clearly, both verbally and in writing
  • Ability to make routine decisions and determine proper action based on experience within the limits of policy and procedures.
  • Ability to maintain discretion over highly sensitive Agency and executive information.
  • Effective organizational skills to manage projects.
  • Strong writing, spelling, grammar, editing and proofing skills.
  • Effective oral and listening communication skills.
  • Ability to assume responsibility for a wide variety of projects including researching and analyzing business information; and planning, coordinating and implementing large meetings.
  • A commitment to team objectives and Didi Hirsch philosophies.
  • Ability to adapt to changing needs by acquiring new skills and knowledge.
  • Current California driver’s license and a driving record acceptable to the Agency’s insurance carrier.
  • Ability to work on the occasional evening and/or weekend.

These requirements are typically met by a combination of education and experience that includes completion of two years of college (courses in business, English, accounting, economics, computer skills, project management and similar) and several years of increasingly responsible experience supporting executive staff, preferably in a nonprofit,  social service/mental health environment.

                                

                                

Didi Hirsch Mental Health Services is an equal opportunity employer.  Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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Didi Hirsch is an Equal Opportunity Employer

We provide equal employment opportunities to all qualified applicants and employees without regard to race, religious belief (including dress or grooming practices), color, sex, pregnancy, childbirth or related medical conditions (including breast feeding), age, national origin, ancestry, sexual orientation, gender identification and expression, physical or mental disability, medical condition, genetic characteristics, family care, marital status, status as a veteran or qualified disabled veteran, or any other classification protected by law.

Didi Hirsch is committed to providing equal employment opportunities to all applicants for employment. We are an EEO/AA Employer.