Executive Assistant

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      "state": "California"
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    "jobOpeningName": "Executive Assistant",
    "departmentLabel": "Administration",
    "employmentStatusLabel": "Full-Time"
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    "location": {
      "city": "Los Angeles",
      "state": "California",
      "postalCode": "90010",
      "addressCountry": "United States"
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    "datePosted": "2025-12-08",
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    "description": "<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Position Title</span>: Executive Assistant</span></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Status: </span>Full Time</span><br><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Department:</span> Executive Office</span><br><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Reports to:  </span>President &amp; Chief Executive Officer</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Position Summary: </span>The Executive Assistant will provide high-level administrative support to the President &amp; CEO, with this being the primary responsibility and top priority of the role. In addition to this core function, the Executive Assistant will be responsible for coordinating special projects, internal and external event planning, and venue management. Serve as a liaison between the President and CEO to the Board of Directors.</span></p>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt; font-weight: bold\">EA Responsibilities:</span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Assist the CEO in the timely management of all written, telephone, e-mail, social media, and voicemail communication with a variety of constituents.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Prepare his daily and weekly agenda including pending items to be completed, via email, text one day before, and print as needed.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Compose internal memos and external correspondence as needed and instructed by President &amp; CEO, track responses and follow up permanently.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Be responsible for heavy calendar management, requiring deep understanding of prioritization, interaction with both internal and external constituents, including staff, Board of Directors, other social service providers, donors, government officials, etc.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Monitor CEO’s electronic and \"snail\" mail and prioritize for his review and follow-up on them when directed.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Assist CEO with development of materials for presentations.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Organize and attend all meetings of the Board of Directors, Board committees, and the Executive Staff, and other meetings as needed, take notes, and assist with presentation of materials.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Monitor monthly Board reports are provided by the team and prepare Board of Directors packets for monthly and a variety of meetings.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Establish and maintain productive, appropriately professional relationships with internal and external constituents with whom the President &amp; CEO has contact.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Maintain file of all grants and grant applications, programmatic contracts, MOU’s, etc.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Make contact with outside parties as requested by supervisor.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Performs customer service functions by answering employee requests and questions.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Other related projects as assigned duties by President &amp; CEO</span> </li>\n</ul>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Provide project management support for CEO-assigned initiatives and cross-departmental efforts. Track project timelines, deliverables, and ensure follow-through with key stakeholders.</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Support internal initiatives including but not limited to wellness campaigns, cultural events, board meetings and retreats and staff engagement projects.</span><br><br></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Event Planning &amp; Coordination </span></span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Assist in planning and executing key organizational events, including but not limited to:</span><br>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Annual Gala/Banquet</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Staff Meetings and Retreats</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Annual Staff Holiday Celebration</span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Events organized by the Internal Affairs Committee</span><br><br></li>\n</ul>\n</li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">LA Celebrations Venue Support (Lead Planner &amp; Point of Contact)</span></span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Serve as the primary point of contact for all LA Celebrations inquiries, bookings, event coordination and external venue promotion opportunities. </span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Conduct initial client consultations and venue tours to assess event needs and propose solutions.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Create and manage event timelines, task checklists, and vendor schedules for each booking.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Coordinate walk-through and planning meetings with clients, vendors, and staff.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Coordinate event set-up and breakdown, ensuring alignment with client expectations and venue guidelines.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Maintain an up-to-date preferred vendor directory and build long-term relationships with trusted providers (catering, AV, décor, security, etc.).</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Manage client contracts and coordinate with Finance on billing reports and reconciliation.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Lead post-event follow-up, including client satisfaction surveys and internal debriefs.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Provide a monthly LA Celebrations Events &amp; Finance Report to the CEO, highlighting:</span><br>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Hosted and upcoming events</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">New client leads and pending inquiries</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Revenue and forecasting updates</span><br><br></li>\n</ul>\n</li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Maintain the LA Celebrations Events Master Calendar and ensure event timelines are visible to all internal teams.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Keep the LA Celebrations Events Master Binder current, including contracts, floorplans, permits, insurance certificates, and run-of-show documents.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Collaborate with Marketing &amp; Communications to execute seasonal campaigns, open house events, social media promotion and marketing materials.</span> </li>\n</ul>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Maintain on-going communication with Penelope Designs owner for event bookings and planning. Conduct monthly meetings.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Cross-functional Collaboration</span></span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Work closely with the Communications &amp; Marketing team for materials, branded events and promotions.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Liaise with the Finance team for budget tracking, invoicing, and financial reporting.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Work closely with Penelope Designs, Parking Services, Facilities, Security, and Operations to ensure logistics and event safety. Serve as a bridge between venue clients and internal departments for seamless coordination.</span><br><br></li>\n</ul>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Qualifications &amp; Skills:</span></span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Minimum 3–5 years’ experience in executive support, project coordination, or event planning.</span><br></li>\n<li>Bilingual in Spanish is required, with fluency in speaking, reading, and writing.</li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Strong organizational and time-management skills with attention to detail.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Excellent communication and client service skills. </span></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Proven ability to manage multiple priorities and deadlines.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Experience managing events from conception to execution, ideally in a nonprofit or venue setting.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Proficiency in Microsoft Office, Google Workspace, Canva, and event management software preferred.</span></li>\n</ul>\n<p><br></p>\n<p><span style=\"font-family: Inter, sans-serif; font-size: 12pt\"><span style=\"font-weight: bold\">Performance Metrics for events:</span></span></p>\n<ul>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">High satisfaction scores from internal and external event stakeholders.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Accurate and timely reporting of LA Celebrations activities and finances.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Growth in venue bookings and positive client feedback.</span><br></li>\n<li><span style=\"font-family: Inter, sans-serif; font-size: 12pt\">Up-to-date calendars, systems, and venue readiness standards are maintained.</span><br><br></li>\n</ul>\n<p><br></p>",
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