Job Description

LHH is seeking a contract to hire Executive Assistant to work 100% on site in Gardena, CA.

Pay is up to $41/hour depending on experience.

Seeking someone with Bachelor's Degree who has experience working with a board of directors.

Extensive experience working with a board is REQUIRED

Nonprofit experience is a plus

Good job stability and tenure is required. Ideally seeking someone with 5-7 years of experience in an EA role.

Hours 9am-6pm

Job Title: Executive Assistant

Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to senior leadership and a board of directors (this experience is required). This role requires exceptional communication skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Coordinates materials for Board meetings, prepares the meeting room, updates the agenda and website, attends meetings, and records official minutes.
• Provides high-level administrative and technical support to the CEO, including conducting research, analyzing data, drafting reports, and creating correspondence, charts, graphs, and presentations using various software tools.
• Maintains and distributes the Board’s online policies and the CEO’s administrative procedures, ensuring all Board-related documents are ADA-compliant on the Agency’s website.
• Manages the CEO’s complex calendar, including scheduling appointments, Board workshops, regular and special meetings, conferences, and events.
• Acts as a liaison between the CEO and internal/external stakeholders, coordinating with the Supervisor to follow up on Board requests and conduct necessary research.
• Oversees the preparation, submission, and tracking of Agency election documentation for Board members and ballot measures.
• Handles confidential materials, including CEO responses to grievances, legal correspondence, personnel evaluations, and various sensitive documents.
• Plans and coordinates Agency and external events such as forums, workshops, community presentations, dinners, and site visits.
• Ensures the confidentiality of sensitive information related to the Board, Agency, staff, students, and controversial matters.
• Demonstrates strong organizational skills, effectively prioritizing and managing multiple tasks with exceptional attention to detail.
• Possesses advanced proficiency in Microsoft Office Suite and adapts quickly to internal software systems.
• Exhibits excellent project management and organizational capabilities, consistently producing high-quality, accurate, and timely results.
• Experienced in developing and implementing efficient office management procedures.
• Reviews and proofs documents, forms, records, and contracts for accuracy, completeness, and compliance with relevant policies, procedures, and regulations.
• Supports the CEO with general administrative tasks and regulatory compliance, including interpreting rules and ensuring timely submission of reports by administrators.
• Serves as a point of contact for public and governmental/legislative inquiries on behalf of the CEO.
• Work heavily with a board of directors
• Manage complex calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Serve as a liaison between the executive and internal/external stakeholders.
• Organize and maintain files, records, and confidential information.
• Plan and execute logistics for meetings, events, and offsite engagements.
• Track and follow up on action items and deadlines.
• Handle expense reports, purchase orders, and budget tracking.
• Support special projects and initiatives as needed.

Qualifications

• Proven experience as an executive assistant or in a similar administrative role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite and calendar management tools.
• Ability to handle sensitive information with discretion and professionalism.
• Bachelor’s degree preferred.

Preferred Attributes

• High level of initiative and problem-solving ability.
• Adaptability to shifting priorities and demands.
• Strong interpersonal skills and a collaborative mindset.

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