Executive Assistant/Office Manager - Los Angeles

Los Angeles, CA

Friends of the Children Los Angeles (Friends LA) is looking for an extraordinary professional to join our Los Angeles team. Are you flexible and ready to take on a wide range of administrative support tasks? Is working for an organization that inspires you a critical aspect of your job search? We may have the perfect career for you.

An outstanding candidate for the position will have at least three years of previous non-profit and office experience, a pleasant demeanor with an outgoing personality, and is interested in working with a diverse community of people. The ideal person will be highly organized, punctual, flexible, reliable, detail-oriented, responsible, a team player, and takes initiative. This position will provide executive-level administrative and operational support to the ED of Friends LA and staff. This is a fast-paced environment with daily changing needs and an exciting opportunity to be part of a growing team and impactful organization.

Here’s what we have to offer you:

  • A committed Executive Director who will partner with you to establish and grow the organization.
  • Strong, cohesive National team support committed to innovation and high standards.
  • A team of talented employees who are passionate about working together to create an extraordinary organization.
  • Respect for work-life balance. You’ll work hard, and we expect you to recharge your batteries.
  • A comprehensive benefits package.
  • Salary Range $55k - $65K, depending on experience.
  • Most of all, you get to be a part of an exceptional organization that helps children facing incredible odds change their life stories every day.

The following statements are intended to describe the general nature and level of work to be performed by individuals assigned to this position.  They are not intended as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Basic Function / Position Objective:  

The Executive Assistant/Office Manager provides administrative support in a cooperative, friendly, and professional manner to the Executive Director and Chief of Staff, working to support the goals of the organization.  She or he is also the first point of contact for people who call or visit and is responsible for supporting the organization through a variety of administrative functions during regular business hours.  The Executive Assistant/Office Manager must understand, support, and do whatever is necessary to promote the organization’s mission, vision, values and principles as well as be able to clearly articulate the organization’s function.  He or she excels at working as part of a small team, and effectively manages multiple projects and tasks, and keeps them on track.

Essential Functions and Responsibilities:

Using discretion and confidentiality, complete a wide variety of administrative tasks including the following:

Executive Director Support

  • Schedule meetings and manage an active calendar of appointments.
  • Manage executive expenses and reporting.
  • Compose and prepare correspondence.
  • Arrange travel plans and compiling travel-related materials.
  • Plan, coordinate, and ensure the ED’s schedule is followed and respected. Provide “gatekeeper” and “gateway” roles.
  • Communicate directly and on behalf of the ED, with Board members, donors, staff, and others.
  • Research, prioritize, and follow-up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Serve as a sounding board and assist ED with the appropriate course of action, referral or response.
  • Provide a bridge for smooth communication between the ED’s office and internal departments; demonstrates leadership to maintain credibility, trust, and support with senior management staff.
  • Work closely and effectively with the ED to keep him well informed of upcoming commitments and responsibilities and following-up appropriately. Act as a “barometer,” have a sense of issues taking place in the environment, and keeping the ED updated.
  • Manage a variety of special projects for the ED, some of which may have an organizational impact.
  • Prioritize conflicting needs and be flexible when priorities shift; handle matters expeditiously and proactively and follow through on all projects in a timely manner.

Board of Directors Support

  • Produce, coordinate and distribute materials for the Board of Directors’ meetings as well as Board committee/task force meetings.
  • Coordinate meeting agendas, track attendance, and take minutes of board meetings. 
  • Maintain Friends LA corporation records: by-laws, amendments, and resolutions.
  • Provide administrative support to Board chairperson, committee chairs, and Board members working on special projects.
  • Coordinate flow of information and documents between the Board, ED, and other staff members.
  • Provide staff support for Board Committee meetings.

Organizational Support

  • Support the Chief of Staff in coordinating with Development, Programs, and Finance Departments on operational and programmatic projects.
  • Perform all bookkeeping/payroll functions by standards laid out by HQ’s. 
  • Process and complete invoicing, check requests, expense reports, reimbursements, and travel arrangements for individuals and groups.
  • Administers various human resource plans and procedures for all Friends LA Personnel, including conducting new-employee orientations.
  • Maintains company organization charts and the employee directory.
  • Monitor office and cleaning supply inventory and manage general office orders, including program supply orders.
  • Manage mail, building maintenance vendors, scheduling of repairs, cleaning contracts.
  • Planning employee appreciation recognition.
  • Tracks Leadership Team action items, meeting notes, and team files.
  • Special event registration and logistics.
  • Post office and printing runs for key mailings.
  • Other duties, as assigned.

QUALIFICATIONS

  • A Bachelor’s degree or equivalent experience required. Five years experience in an administrative support position(s), including experience at a senior or executive support level and experience working with boards of directors.
  • Working knowledge and demonstrated proficiency in MS Office, spreadsheet programs, database management, and internet research.
  • Knowledge of non-profit operations.
  • Payroll processing experience.

EXPERIENCED REQUIRED

  • Previous administrative work experience; non-profit organization a plus.
  • Ability to handle highly sensitive material and information with discretion and confidentiality.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Strong interpersonal and verbal communication skills.
  • Strong analytical skills.
  • Ability to work independently with minimal supervision.
  • Demonstrated excellent writing skills. Ability to write a variety of materials to different audiences.

CERTIFICATES, LICENSES, REGISTRATIONS:

  • Valid driver’s license required.


Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely based on their qualifications for the job to be filled.

Friends of the Children is growing rapidly as communities across the country are experiencing the power of how “One” changes a child's story: One Friend. One Child. 12 ½ years. No matter what. #ThePowerOfOne



To learn more about Friends of the Children go to: https://friendsla.org/