Executive Assistant/Office Coordinator
Location: Beverly Hills, California
Reports to: Regional Leader
Work Hours: Full-time based on a 37.5 hour week
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to eliminate Alzheimer’s disease through the advancement of research, to provide and enhance care and support for all affected; and to reduce the risk of dementia through the promotion of brain health.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,700 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
The primary responsibility of the Executive Assistant is to provide the organization's Executive Director with administrative chapter and Board of Directors support. This position has access to information of a highly confidential and critical nature.
- Anticipate the needs and manage all aspects of the Executive Director's schedule to coordinate calendars and meetings (including travel and accommodations as necessary) with staff, donors, and volunteer leadership
- Act as a liaison with the Board of Directors to schedule, organize, and track meetings including the annual Board Retreat; prepare agendas, discussion materials, and succinct minutes; attend quarterly meetings; and conduct timely, professional and follow-up to fulfill action items.
- Work with the VP of Development and Regional Finance Director to process all Region mail.
- Serve as liaison to Chapter’s home office IT department in the procurement and management of equipment.
- Develop and maintain emergency procedures for each office.
- Schedule Board Committee meetings throughout the year and attend each to craft minutes, submitting the minutes for Committee Chair/ Executive Director approvals and distribution to the Board.
- Execute administrative tasks related to information management; preparation and edification of correspondence, reports and presentations; and, expense reports with efficiency and confidentiality.
- Liaise with internal staff at all levels to ensure chapter information is shared transparently between the Executive Director's office and departments.
- Meet weekly with the Executive Director to understand, prioritize, and handle donor needs and communications; familiarity working with, interpreting, and reporting donor gifts/financial information.
- Manage special projects assigned by the Executive Director and support other projects as requested by members of the chapter's senior Leadership Team.
- Maintain smooth and efficient operation of entire office to ensure familiarity with policies, procedures, and vendors; maintain office equipment including phone system and photo copiers; and oversee office supply orders and inventory.
- Coordinate onboarding of new staff and office space organizational needs. Provide guidance and support to office volunteers as needed.
- Partner with National office staff as well as the National Helpdesk as needed.
- Comply with Association policies and procedures, standards, and applicable regulatory requirements
- Support and participate in Association events as required.
- Other duties as assigned.
- Bachelor's degree or 4 - 5 years relevant work experience providing strong executive and Board of Directors administrative support preferred
- Excellent organizational and time management skills to prioritize workload and meet deadlines; strong attention to detail
- Ability to analyze information to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders; make timely appropriate decisions
- Ability to collaborate and work well as part of a team; flexibility and adaptability are essential
- Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment
- High level of integrity, confidentiality, diplomacy, and initiative.
- Excellent interpersonal and verbal/written communication skills.
- Excellent problem solving and strategic thinking skills.
- Ability to work effectively with diverse populations.
- Experience working with volunteers preferred.
- Ability to work evenings and weekends as needed, as well as travel locally and regionally as needed.
KSA (Knowledge, Skills and Abilities)
- CA driver's license, proof of insurance, and access to dependable automobile.
- Proficiency in Microsoft Office, Power Point, Excel and Google apps.
- Experienced with donor, volunteer, and program department online databases.
- Spanish speaking desired
- Regular office hours in person normally, but at this time is remote.
- High volume of public contact
- Requires evening or weekend hours on occasion
- Work hours may be irregular or longer during busy event seasons.
- Physical activity is required on occasion; this may include long hours of standing, walking and some lifting/carrying of materials and supplies up to 25 lbs.
- All other duties as requested
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, generous PTO as well as an annual Cultural & Heritage Day of their choosing , Caregiver Leave, Volunteer and School Visitation time off, paid holidays and a gold standard 401(k) retirement plan.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, orany other characteristic protected by federal, state or local law.