Administrative Assistant II

Children's Institute•Los Angeles, CA

3d•$27 - $32

About The Position

The Administrative Assistant II is a high-level administrative position that works closely with the VP. The Administrative Assistant helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic process development. The AA II helps lead operational projects and supports the VP’s work with Executive Leadership and Senior Management. DUTIES SUMMARY The Administrative Assistant II is a high-level administrative position that works closely with the VP. The Administrative Assistant helps guide the top level of the organization, works on key strategic initiatives, and participates in strategic process development. The AA II helps lead operational projects and supports the VP’s work with Executive Leadership and Senior Management. ESSENTIAL DUTIES To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Participates on project teams related to a range of operational or programmatic matters. Completes a broad variety of administrative tasks for the VP including managing an extremely active calendar of appointments, completing expense reports and invoices, and preparing correspondence that is at times highly confidential. Drafts original and routine correspondence for VP’s signature. Plans and prepares materials for team meetings including analysis of relevant client, service, and outcome data. Manages program team calendar and action items. Develops and maintains appropriate document filing systems and ensure compliance with records retention procedures. Develops relationships with key programmatic contacts, both internal and external. Able to handle sensitive information with the utmost confidentiality at all times. Continued Essential Duties for AA II Psychiatry: Assists VP or program leads with implementation, tracking, and monitoring of time-sensitive consents and court documents, as well as managing critical medication prescriptions for children and youth. Bilingual – Fluent Spanish required. Continued Essential Duties for AA II Program Operations: Completes a broad variety of administrative tasks for the VPPO including arranging complex and detailed travel plans, itineraries, and agendas, taking clear and concise minutes, and compiling documents for travel-related meetings. Creates and edits presentations, documents, and reports for the VPPO as required.

Requirements

3+ years administrative experience, preferably with 2+ years supporting executive-level leadership
Bachelor's degree from a four-year university preferred
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and timely with excellent attention to detail.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Experience with facilitating meetings.
Familiarity working with organizational budgets.
Possesses a valid driver's license and state-required auto insurance.
This position may require some travel to local worksites
Ability to interact with a diverse level of persons service population with diplomacy and tact.
Maintains patient privacy, including protecting 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 correspondence with and other communications quickly with minimal direction.
Must have advanced knowledge proficiency of computer programs in a Windows environment.

Nice To Haves

Bilingual – Fluent Spanish required.

Responsibilities

Participates on project teams related to a range of operational or programmatic matters.
Completes a broad variety of administrative tasks for the VP including managing an extremely active calendar of appointments, completing expense reports and invoices, and preparing correspondence that is at times highly confidential.
Drafts original and routine correspondence for VP’s signature.
Plans and prepares materials for team meetings including analysis of relevant client, service, and outcome data.
Manages program team calendar and action items.
Develops and maintains appropriate document filing systems and ensure compliance with records retention procedures.
Develops relationships with key programmatic contacts, both internal and external.
Able to handle sensitive information with the utmost confidentiality at all times.
Assists VP or program leads with implementation, tracking, and monitoring of time-sensitive consents and court documents, as well as managing critical medication prescriptions for children and youth.
Completes a broad variety of administrative tasks for the VPPO including arranging complex and detailed travel plans, itineraries, and agendas, taking clear and concise minutes, and compiling documents for travel-related meetings.
Creates and edits presentations, documents, and reports for the VPPO as required.

Benefits

Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
403b Retirement Plan with employer contribution for eligible employees
Up to $4,500 in tuition reimbursement per calendar year
Eligible for the Public Service Loan Forgiveness program
Flexible Spending Account (FSA) & Health Savings Account (HSA)
Employer paid Life and AD&D Insurance
Voluntary Supplemental Insurance
Opportunity for growth & advancement
Professional development & continued training
Team building & bonding through company sponsored events & activities