Executive Assistant to Chief Operating Officer*


Full-time (40-hours/week) position under the general direction of the Chief Operating Officer. Conserves chief's time and promotes the agency image by representing the chief internally and externally; providing liaison between the chief, key directors, executives, board, donors, and employees; ensuring adequate agency communication from the chief.

Position responsibilities include, but are not limited to:

  • Represents the chief by welcoming visitors, reviewing correspondence; arranging company meetings and other agency functions; answering questions and meeting requests directed to the chief.
  • Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  • Will act as a historian to the chief for all meetings keeping the agenda on task, meeting minutes and follow up of assigned action steps following the meeting.
  • Assists with the chief and agency communications (presentations, emails, social media, print) by gathering information; preparing and editing communications; designing graphics presentation; getting approval from agency communications manager (if needed), producing and distributing.
  • Helps key directors make consistent decisions by advising them of historical precedents; serving as a liaison between them and the chief.
  • Arranges travel and meetings by developing itineraries and agendas; booking other transportation; arranging lodging and meeting accommodations.
  • Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
  • Enhances chief's and agency's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  • Maintains confidentiality regarding children, families and Agency operations.

Position requirements include, but are not limited to:

  • Thorough working knowledge of business English, spelling, punctuation, and contemporary general office practices and procedures
  • Math skills sufficient to monitor basic budgets, prepare routine spreadsheets, calculate/balance invoices/expense reports, and similar
  • Basic leadership skills
  • Superior computer skills in Microsoft Office programs (Word, Excel, etc.)
  • Highly effective verbal and written communication skills
  • Effective work organization skills and ability to work with minimal supervision
  • Ability to work effectively as a team player
  • Ability to be flexible and work in a changing environment
  • Sensitivity to the different cultures represented among members and staff
  • Ability to establish and maintain complex and confidential files, records and official documents

Location: Altadena, CA