Events Administration Assistant

Colburn School•Los Angeles, CA

6d•$32 - $36•Onsite

About The Position

Reporting directly to the GM & VP, Events & Facilities, the Events Administration Assistant / Executive Assistant provides executive support and organization to the GM and VP, Events and Facilities. The Events Administration Assistant / Executive Assistant organizes and coordinates executive outreach and internal and external relations efforts; and oversees unique assignments. This person must be organized, creative, and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple and possibly changing priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

Minimum three (3) years administrative assistant or related experience
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat
Extremely strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, vendors, external partners, and donors.
Expert-level written and verbal communication skills; ability to take meeting minutes; and create executive-level communications in Word and PowerPoint.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Emotional maturity and ability to handle ambiguity and change.
Self-starter and highly resourceful team player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Positive attitude and ability to use tact, diplomacy, and discretion in handling confidential information.

Nice To Haves

Bachelor’s degree preferred
Project coordination or project management experience a plus

Responsibilities

Completes a broad variety of administrative tasks for the GM & VP, Events & Facilities including managing an active calendar of appointments, event production support, facilities coordination, completing expense reports, composing and preparing correspondence (occasionally confidential in nature), arranging complex and detailed travel plans, itineraries, and agendas, compiling documents for meetings, and occasionally driving and picking up guests and/or packages.
Plans, coordinates, and ensures the GM & VP, Events & Facilities’ schedule and priorities are effectively managed and executed.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the GM & VP, Events & Facilities, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the GM & VP, Events & Facilities office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff. Ensures approvals of various documents, including contracts, are addressed in a timely manner.
Works closely with the GM & VP, Events & Facilities to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping Dalyn Matsumura apprised.
Provides leadership in building relationships crucial to the success of the organization and manages a variety of special assignments for the GM& VP, Events & Facilities some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and meeting materials, and other tasks that facilitate the GM & VP, Events & Facilities ability to effectively lead.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on tasks to successful completion, often with deadline pressures.
Maintains effective filing systems for easy retrieval of documents.
Serves as the Dalyn Matsumura’s administrative liaison to Board Committees and maintains discretion and confidentiality in relationships with all board members and assists with committee meeting scheduling, setup, and meal planning as needed.
Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materials before meetings in electronic and paper format.
Conducts research and edits and completes first drafts for written communications and presentations.
Coordinates logistics for visiting guests.
Assumes other duties as assigned.