Executive Assistant

This position manages the administrative needs for the Orange County chapter.  This key player is the lead team member for office operations, and provides support to the Executive Director.  Other key responsibilities include coordinating the chapter’s volunteer onboarding processes and providing some support to the philanthropic department’s three signature events (Walk to End Alzheimer’s, InspirationALZ Gala, Do What You Love to End Alzheimer’s).   

You will leverage your experience as a skilled administrative professional to work collaboratively and provide exceptional support to both internal staff and external stakeholders. 

Responsibilities

Office Management

• Responsible for office maintenance, mail, shipping, ordering supplies, equipment, IT, and invoices. Manage relationships with vendors, service providers, and the landlord, ensuring that all items are invoiced and paid timely.
• Answer phones and assist with walk-in constituents.
• Prepare weekly donor letters and schedule outreach meetings or calls to various supporters on behalf of the Executive Director and Development Director.
• Assist with new employee and Board onboarding including ordering supplies, updating rosters, setting up workstations and phones, assigning keys.
• Work with the Development Director and Regional Office to process mail and deposits.
• Maintain inventory and supplies for all departments including Care and Support and Development.
• Assist with the annual budgeting process.
• Super-user for the chapter’s Personify and Program Volunteer Community (PVC) databases. Able to pull mailing lists and reports as needed for the chapter.
  
  

Executive Support

• Provide administrative support to the Executive Director including scheduling, travel, expense reports, chapter and community meeting planning and logistics.
• Act as a liaison to the Orange County Chapter Board by organizing Board and various Board Committee meetings and materials, preparing and distributing agendas, taking and distributing minutes, creating presentations and reports, and event coordination/logistics.
• Maintain chapter files and prepare various reports requested by the Home Office, grant funders, and other organizations as needed.
• Manage special projects as requested including providing administrative support for annual Board/Staff Retreat, donor parlors, research events, and the Southern California Research Conference.

Marketing/Graphic Design/Communications

• Design and develop visually compelling materials including presentations, invitations, flyers, social media graphics, email templates, and event collateral using Canva and other design platforms.
• Collaborate with internal teams to translate campaign concepts into effective visual assets that align with Association’s brand standards.
• Assist in event marketing, including the creation of save-the-dates, digital invites, signage, and slide decks.
• Maintain and organize brand assets and templates in Canva and shared platforms.
• Ensure brand consistency across all visual communications.
• Assist with writing and editing content for marketing materials, newsletters, and social media posts.
• Provide administrative and coordination support for communications projects including updating website updates, organizing and coordinating information for e-newsletters and sharing monthly Care and Support education calendar with constituents and community partners.

Volunteer Management

• Help manage the volunteer database and coordinate volunteer inquiries, screenings, training calendars and necessary documentation.
• Assist the Care and Support team with onboarding Community Educators and Support Group volunteers.
• Assist with organizing an annual chapter-wide volunteer recognition event.
• Assist the Development Team with event day volunteer recruitment and support.
• Foster positive relationship between chapter and volunteers.

Philanthropic/Development (fundraising)

• Provide some administrative and logistical support for the Development Team for Walk to End Alzheimer’s, InspirationALZ Gala, Do What You Love To End Alzheimer’s, and other chapter events including soliciting auction items, assist with mailings, working with vendors/contracts, ordering supplies, securing in-kind donations to offset expense, process sponsorship invoices.
• Assist with event logistics management.

Qualifications

• Associate’s degree or equivalent experience required.
• Two years or more of experience as an administrative assistant, office manager, or similar required.

Knowledge, Skills and Abilities

• Google Workspace/MS Office proficiency and ability to master CRM and other applications as necessary.
• You have strong organizational skills and good interpersonal skills.
• Positive attitude and willingness to help.
• Work effectively with volunteers, staff, external contacts and diverse populations.
• Self-sufficient worker with strong initiative and intuition.
• Ability to prioritize and manage multiple priorities and maintain detailed records.
• Communicate effectively in person, in writing, and electronically to a variety of audiences.
• Analyze information and make timely, appropriate decisions.
• Ability to lift and move up to 35 pounds.
• Occasional travel by car to attend meetings within chapter territory (mileage reimbursed for company travel). While most travel is the same day, occasional overnight or air travel may be required.
• Must possess a valid driver’s license, good driving record, access to a reliable vehicle and proof of automobile insurance.

Title:  Executive Assistant

Position Location: Irvine, CA

Full time or Part time: Full Time, non-exempt

Position Grade: Grade 304  The Alzheimer's Association’s good faith expectation for the salary range for this role is between $27.00 - $30.00 per hour

Reports To: Executive Director

Who We Are:

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia- by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 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 develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity - meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.

Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.

Qualified Applicants with arrest or Conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act at the Alzheimer's Association.

The Alzheimer's Association will conduct an individualized assessment of the material job duties of this job include working with vulnerable communities which the employer may reasonably believe that Criminal History may have a direct, adverse and negative relationship for the safety of the community.

The background check will include searches for: social security person search, public reports, county & federal criminal reports, multi-jurisdictional, sex offender database, NSOPW national sex offender, education, employment history, motor vehicle or driving history, and reference checks.

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