Team Administrator, Government Affairs

California Endowment•Los Angeles, CA

7d•Hybrid

About The Position

The California Endowment is seeking a Team Administrator to join the Government Affairs department. This hybrid role requires a minimum of 2 days per week in the Los Angeles Office. The California Endowment is a private, statewide health foundation focused on expanding access to affordable, quality health care for underserved individuals and communities and promoting fundamental improvements in the health status of all Californians. The Endowment believes that health is influenced by factors beyond medical settings and individual choices, occurring in neighborhoods, schools, and through prevention. The Team Administrator is crucial for fostering efficiency, organization, and collaboration within the Government Affairs team by streamlining processes, maintaining accurate records, and ensuring effective communication, thereby enabling staff to focus on advancing the team's strategy and goals.

Requirements

5 - 7 years administrative, office management, or team support experience, preferably in a fast-paced, cross-functional, or nonprofit environment.
Strong relationship-building skills with a talent for cultivating trust, connection and a cohesive team dynamic.
Excellent verbal and written communication skills, including proofreading and editing, and the ability to communicate in a concise and collegial way.
Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy, excellent judgment, integrity and character, maintains a polished, customer service demeanor.
Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment.
High level of proficiency in using and troubleshooting online and technology tools, such as video conference software (Zoom), digital file management (Box.com), SAP Business Processing Tools (Concur) online scheduling (Doodle), Microsoft Office software (e.g., Excel) and video conferencing tools.
Flexibility to handle changing priorities and immediate deadlines.
Handles confidential information appropriately; understands and respects sensitive nature of information; and undertakes this responsibility with great care.
Ability to manage multiple tasks under pressure and to prioritize and manage workflow.
Excellent organizational skills and record keeping.
Familiarity with project management tools a plus.

Nice To Haves

Familiarity with project management tools a plus.

Responsibilities

Coordinate assigned project activities by tracking deadlines, organizing materials, scheduling meetings, following-up on action items, and ensuring accurate documentation to support project goals.
Coordinate logistics for team meetings, gatherings and other convenings; assemble materials (e.g. invitations, agendas, PowerPoint presentations, etc.), attendee communication, take meeting minutes and notes for distribution, and provide on-site support during events.
Assist and support special projects and strategic initiatives as assigned, ensuring deadlines and deliverables are met.
Review for accuracy, prepare and/or process department invoices, requisitions, expense reports, contracts, in a timely fashion in accordance with TCE finance policies and procedures.
Maintain supplies and inventory to ensure maximum productivity, including supplies necessary to conduct meetings and retreats (e.g. technology, flip charts, Post-its, sharpies, etc.).
Support budget management by tracking expenses and maintaining accurate financial records, support forecasting, and ensure accurate reporting to inform strategic decision-making and resources allocation.
Manage team calendars, scheduling of events, understanding team's priorities.
Coordinate and book travel as needed, understanding scheduling requirements to book with maximum efficiency. Preparation of itineraries.
Create and maintain digital filing system (Box.com) for assigned team.
Conduct research, compile data, and prepare reports as requested.
Accurately enter and update data and maintain the integrity of relevant databases.
Evaluate department administrative support system and process to improve flow and efficiency, including evaluation of new technology tools.
Handle complex confidential responsibilities such as reviewing incoming documents, conducting research, and preparing large-scale reports.
Serve as primary point of contact and gatekeeper for internal and external stakeholders including screening and directing phone calls/emails.
Prepare draft and final correspondence.
Review correspondence received and determine appropriate action; route materials to appropriate individual both in/outside dept.
Edit materials written upon request.
May serve as liaison to all other TCE offices and provide admin support to various inter departmental groups and meetings as requested.
In the absence of leadership, exercise initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refer to the appropriate party or department and follow up to ensure problem resolution.

Benefits

Shared medical and dental premiums for employees and eligible dependents
100% employer-paid benefits: vision, life and AD&D, STD, LTD and employee assistance program
Health Care and Dependent Care Flexible Spending Accounts
Reimbursement towards gym fees and/or wellness program and mental health care
9-80 schedule with synchronized off days
Hybrid work schedule available for most positions
11 paid holidays + paid winter holiday closure
Generous paid time off (PTO)
401k plan with generous employer match and contributions
Matching gifts program
Paid parking or public transportation subsidy
Professional development and training opportunities
Tuition Reimbursement Program
Monthly BYOD stipend