Executive Administrative Assistant, SPC

Executive Administrative Assistant, SPC

This is a hybrid position based in Culver City, CA. Candidates must be based in Southern California and available to be on-site as needed.

The pay range for this role is $34.37-$39.52 per hour. 

About Didi Hirsch  

Didi Hirsch Mental Health Services has been a national leader in whole-person mental health, crisis care, and substance use services since 1942 and is home to the nation’s first Suicide Prevention Center. We are a nonprofit organization providing care to about 270,000 people annually across our programs. Didi Hirsch has deep roots in community-based mental health and a commitment to providing culturally responsive services that are just and equitable. More than 1,000 dedicated employees and volunteers make Didi Hirsch’s work possible.  

Summary

As an Executive Administrative Assistant, you will provide diverse, complex and confidential administrative and clerical support to assist the senior executives of the Agency.

Primary Duties

• 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.

Position Requirements

• Advanced clerical/administrative skills including personal computer skills (Microsoft Office) and working knowledge of contemporary general office methods.
• Experience using monday.com (or a similar project management platform) to support scheduling, task tracking, and team communication is preferred/required (to confirm).
• 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 imple