The Executive Assistant is a high-level administrative position that works closely with and supports the Office of the Chief Financial Officer (CFO) and the agency board committee assigned to the Office of the CFO. This position coordinates and manages schedules and special projects, prepares and organizes business management materials and plans, prepares board materials and supports board meetings as applicable. <ol><li>Completes a variety of executive-level administrative tasks for the CFO including but not limited to handling highly sensitive and confidential financial, legal, personnel and institutional information, managing an active calendar of appointments; completing expense reports and invoices; drafting confidential correspondence; arranging complex and detailed travel, itineraries, and agendas; taking clear and concise minutes; compiling documents for meetings and facilitating follow-ups.</li><li>Creates and edits presentations, documents and reports for finance & program operations leadership as required.</li><li>Assists with duties in connection with the Board of Trustees and its committees, including arrangement and set-up of meetings; facilitation of meeting coordination (online or in person); records meeting minutes; and manages and disseminates relevant information to board members and staff via board portal management software.</li><li>Responsible for internal communications from the finance department including, but not limited to, establishing and maintaining templates, sending internal communications, preparing slide decks for agency-wide meetings, managing the finance department calendar and management of online (intranet) content related to Finance information distributed internally internal organization site. </li><li>Prepares materials for team meetings including agendas, presentations, as well as analysis and synthesis of relevant data and required follow-up.</li><li>Plans for divisional events such as offsites and department or cross-functional workshops; responsible for collecting, organizing and synthesizing outputs from those discussions and facilitating follow-ups, as needed.</li><li>Manages finance leadership’s team master calendar, plans, and action items and support the management of the department’s task and meeting agenda management tools.</li><li>Builds relationships with key agency contacts, both internal and external.</li><li>Processes department specific vendor payments and incoming check deposits to the agency; manages department supplies, coordinates mail and other related activities.</li><li>Develops and maintains a working knowledge of departmental operating procedures, responds to related questions and supports the effective functioning of the department. Participates in streamlining and documenting procedures as appropriate.</li></ol>

EDUCATION & EXPERIENCE· 5+ years of administrative experience, with at least 3 years executive assistant experience required or equivalent combination of education and experience. Associate’s degree preferred.· Experience facilitating executive level meetings. OTHER QUALIFICATIONS· Practical organizational skills that reflect ability to perform and prioritize multiple tasks excellent attention to detail.· Ability to identify and anticipate business needs.· Effective interpersonal skills and the ability to build relationships with various stakeholders. · Demonstrated approaches to problem solving with strong decision-making capability.· Ability to handle confidential information with discretion, adaptable to various competing demands, and demonstrate the effective customer service and response.· Familiarity working with organizational budgets.· This is a hybrid role which requires travel to agency sites about 40%-50% of the time (between 2-3 times per week) · Practical organizational skills that reflect ability to perform and prioritize multiple tasks excellent attention to detail.· Ability to identify and anticipate business needs.· Effective interpersonal skills and the ability to build relationships with various stakeholders. · Demonstrated approaches to problem solving with strong decision-making capability.· Ability to handle confidential information with discretion, adaptable to various competing demands, and demonstrate the effective customer service and response.· Familiarity working with organizational budgets.· Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities.· Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities. · Sensitivity to service population’s cultural and socioeconomic characteristics.· Excellent verbal and written communication skills, including the ability to draft correspondences with and other communications quickly with minimum direction. · Free from alcohol and drug abuse.· Understands agency’s basic philosophy and participates fully in carrying out its mission.

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Montebello, CA
onsite
Temporary
36.00 - 42.00 USD / Hourly
The Executive Assistant is a high-level administrative position that works closely with and supports the Office of the Chief Financial Officer (CFO) and the agency board committee assigned to the Office of the CFO. This position coordinates and manages schedules and special projects, prepares and organizes business management materials and plans, prepares board materials and supports board meetings as applicable. <ol><li>Completes a variety of executive-level administrative tasks for the CFO including but not limited to handling highly sensitive and confidential financial, legal, personnel and institutional information, managing an active calendar of appointments; completing expense reports and invoices; drafting confidential correspondence; arranging complex and detailed travel, itineraries, and agendas; taking clear and concise minutes; compiling documents for meetings and facilitating follow-ups.</li><li>Creates and edits presentations, documents and reports for finance & program operations leadership as required.</li><li>Assists with duties in connection with the Board of Trustees and its committees, including arrangement and set-up of meetings; facilitation of meeting coordination (online or in person); records meeting minutes; and manages and disseminates relevant information to board members and staff via board portal management software.</li><li>Responsible for internal communications from the finance department including, but not limited to, establishing and maintaining templates, sending internal communications, preparing slide decks for agency-wide meetings, managing the finance department calendar and management of online (intranet) content related to Finance information distributed internally internal organization site. </li><li>Prepares materials for team meetings including agendas, presentations, as well as analysis and synthesis of relevant data and required follow-up.</li><li>Plans for divisional events such as offsites and department or cross-functional workshops; responsible for collecting, organizing and synthesizing outputs from those discussions and facilitating follow-ups, as needed.</li><li>Manages finance leadership’s team master calendar, plans, and action items and support the management of the department’s task and meeting agenda management tools.</li><li>Builds relationships with key agency contacts, both internal and external.</li><li>Processes department specific vendor payments and incoming check deposits to the agency; manages department supplies, coordinates mail and other related activities.</li><li>Develops and maintains a working knowledge of departmental operating procedures, responds to related questions and supports the effective functioning of the department. Participates in streamlining and documenting procedures as appropriate.</li></ol>
2025-10-15T20:09:14Z