Executive Assistant

Mens Health Foundation • Los Angeles, CA

5d • $80,000 - $95,000

About The Position

The Executive Assistant is a trusted partner in driving the organization’s success by supporting the CEO. The Executive Assistant will also work as a board liaison and assist the other Executive Officers of the organization. This individual is responsible for coordinating all aspects of the CEO’s day-to-day responsibilities as well as assisting with larger projects as needed. This is an ideal opportunity for an energetic, sharp, passionate, mission-driven, and motivated go-getter who excels at multitasking and has a can-do attitude. The ability to work successfully in a team environment and build effective relationships across functionality throughout the organization is essential for success in this role.

Requirements

• Strong oral and written (writing, editing and proofreading) communication skills.
• Highly organized and detail oriented.
• A strong track record of collaborative problem solving and sound decision making.
• High degree of professionalism and understanding of confidentiality and boundaries.
• Ability to work with minimal supervision and to function independently to produce results that meet standards of quality and timeliness.
• Demonstrated ability to work well with clients, consultants, management, and staff.
• Ability to anticipate needs, take initiative, assume responsibility for projects and set priorities.
• A strong team player.
• Highly skilled knowledge of Microsoft Office programs.
• Strong Windows operating skills.
• Minimum 3 years of executive support experience in complex, highly regulated environments.
• Must be able to pass a pre-employment drug test, physical, and a background check to include a 7-year criminal, 10-year SSN & employer history reference check.
• Must be able to provide proof of COVID-19 vaccination on the first day of work.
• Excellent interpersonal skills.
• Attention to detail.
• Must take yearly flu shot or wear flu mask during flu season for patient-facing positions and test for tuberculosis as required by the Centers for Disease Control and Prevention.

Nice To Haves

• Bachelor’s degree preferred.
• Healthcare experience preferred.

Responsibilities

• Provide professional executive support and serve as a key resource to the team.
• Manage calendars effectively, scheduling internal and external events and meetings amongst various time zones. Understand scheduling priorities, while protecting the officer’s time and adjusting calendar as necessary.
• Travel booking and coordination (domestic and international), providing detailed itineraries, coordinating flights, hotels, dining, and ground transportation logistics.
• Assist in meeting preparation to ensure the officer is prepared for upcoming commitments and responsibilities.
• Attending important meetings and recording detailed notes and action items for follow-up.
• Prepare and submit monthly expense reports on behalf of the officer(s).
• Assist with preparations and logistics for scheduled meetings, conferences, office events and related needs.
• Conduct research and prepare reports for the officer(s) as needed.
• Handle and maintain extremely sensitive materials with utmost integrity and confidentiality.
• Perform various administrative duties such as delivering mail, answering phones, scanning, filing, and ordering office supplies as needed.
• Coordinate the internal process for handling legal documentation, including getting appropriate execution signatures and making electronic back-ups of all legal contracts
• Respond to and anticipate administrative/organizational needs of executives.
• Interact with and support management team and prepare materials for executive meetings and board of director meetings.
• Act as a liaison between the Officer(s) and their staff, handling employee inquiries and requests on behalf of the Officer(s).
• May assist in organizing, prioritizing, and responding to emails and other correspondence on behalf of the Officer(s).
• Other duties may be assigned, as required.

Benefits

• Medical, Dental, Vision, Life and LTD insurance (may be eligible on the 1st of the month following date of hire)
• 12 Paid Holidays (including 1 mental health day)
• 401(k) Retirement plan (may be eligible for employer matching up to 4% following completion of 90th day of employment)
• Flexible Spending Account (FSA)
• 40 hours of sick pay (following completion of 90th day of employment)
• 120 hours of PTO accrued within the 1st year of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level