Executive Assistant

The Eastern Los Angeles Family Resource Center (ELAFRC), a program of Heluna Health, serves as both the Early Start and Family Empowerment Center for the Eastern Los Angeles Regional Center service area. ELAFRC provides emotional support, information, community navigation, and training to individuals of all ages who have, or are at risk for, developmental and intellectual disabilities, as well as to their families. The Center empowers families by helping them understand and access services through the regional center, educational institutions, and other public systems. ELAFRC also partners with professionals, offering resources and learning opportunities that promote meaningful family-professional collaboration and a deeper understanding of the developmental disabilities system.

We are looking for an experienced, self-motivated Executive Assistant to assist the Executive Team. The successful candidate will have prior Executive Assistant work experience and must be able to work independently, possess great attention to detail and have the confidence to work alone and within a team.

This is a full time (40 hours per week), benefited position. Employment is provided by Heluna Health

The Pay rate for this position is $30/hr

ESSENTIAL FUNCTIONS

• Scheduling and calendar management coordinating meetings, events, trainings, conferences, and reporting deadlines
• Ensure efficient functioning of all agency offices by ordering supplies, maintaining office equipment, and ensuring a clean, welcoming and organized workspace and public areas.
• Making travel arrangements by booking flights, hotels and other travel and conference plans and confirming travel itineraries
• Plan and coordinate logistics for meetings and events
• Answer incoming business calls and act as a first point of contract for the management staff including screening calls and vistors.
• Manage the center's mail and email inbox daily
• Contact, prepare, and generate volunteer and donation efforts, communications, and reports
• Assist with final report formatting and submission
• Create preliminary reports from our custom database system (Salesforce).
• Prepare and/or assist in final drafting of reports and financial documents for signature or approval (budgets, financial statements, program reports.)
• Prepare and submit expense requests or documentation to fiscal agent as directed (disbursements, invoices, travel reimbursement, credit card, etc.)
• Provide meeting support as requested including taking minutes, preparing agendas, providing refreshments, zoom facilitation/support, notetaking, and/or transcribing assistance
• Manage the maintenance of documents by organizing files and maintaining records for the agency including personnel and financial statements
• Assist Program Manager with implementing community and outreach events
• Travel between various locations by conducting errands in the field and to various offices, business, IE: post office, agencies.
• Assist Executive staff in subcontracting and consultant management, including tracking invoicing and ensuring compliance and completion of scope of work.
• Provide strategic support by ensuring annual meetings, assisting with advisory council duties, and other special projects.
• Other ad hoc duties as assigned

JOB QUALIFICATIONS

• Bilingual in English and Spanish preferred.
• Effective Communications - effectively convey thoughts in written and verbal communication
• Critical Thinking - ability to fully analyze a situation, and present well-defined resolutions
• Attention to Detail - understand the value of accuracy and ability to support overall organizational process
• Managing Priorities - properly define urgency of each task that is presented
• Team Oriented - enjoys supporting the needs and interests of others
• Work Ethic - personally fulfilled by immersing oneself in worthwhile objectives
• Character - high-level initiative; steadfast integrity
• Attitude - fun loving; positive outlook; coachable
• High aptitude for systems and workflow processes
• Good organizational and analytical skills required.
• Expert computer skills required, including MS applications
• Strong communication, teamwork, interpersonal, and customer service skills required.
• Eye for detail, completeness, and accuracy.
• Ability to work effectively under pressure, meet deadlines and provide proactive and innovative solutions to customer issues.
• Must maintain confidentiality of privileged information.
• Ability to handle multiple priorities quickly and accurately with a positive attitude
• Requires high proficiency in commonly used programs and software such as Microsoft Office Suite (Word, Excel, PowerPoint, Teams, etc.), Google Workspace (Gmail, Docs, Sheets, Slides, etc.), Zoom, Adobe Acrobat/Adobe Creative Cloud, and online programs (Venngage, Canva)

Education/Experience

• Bachelor's Degree, preferred
• 3 years of experience in similar role

Certificates/Licenses/Clearances

• A valid California driver's license, proof of vehicle insurance and reliable transportation will be needed to carry out job-related essential functions as travel between various locations is a requirement.

PHYSICAL DEMANDS

Stand: Frequently

Walk: Frequently

Sit: Frequently

Handling / Fingering: Occasionally

Reach Outward: Occasionally

Reach Above Shoulder: Occasionally

Climb, Crawl, Kneel, Bend: Occasionally

Lift / Carry: Occasionally - Up to 25 lbs

Push/Pull: Occasionally - Up to 25 lbs

See: Constantly

Taste/ Smell: Not Applicable

Not Applicable = Not required for essential functions

Occasionally = (0 - 2 hrs/day)

Frequently = (2 - 5 hrs/day)

Constantly = (5+ hrs/day)

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled. Will travel in the communities surrounding the East and North East Los Angeles Area. The main office is located in Alhambra.

APPLICATION PROCEDURES

Interested candidates should submit a resume and cover letter for consideration.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor.