Background

Since 1976, St. Joseph Center has been meeting the needs of low-income and homeless individuals and families in Venice and throughout Los Angeles County.  The Center is a 501(c)(3) nonprofit community organization that assists people without regard for religious affiliation or lack thereof through 20+ programs in four pillars of service: Outreach and Engagement, Housing Services, Mental Health, and Education and Vocational Training.  St. Joseph Center serves more than 10,000 people each year. 

Brief Description of Principal Activities

Multifaceted intervention, prevention, mental health, and housing assistance is offered through street outreach and 9 service sites throughout Los Angeles County. St. Joseph Center also provides on-site services at five permanent supportive housing developments, and will provide services at an additional six more sites in the coming year.  St. Joseph Center’s total holistic approach to services provide our clients with the help they need to regain their stability.

Job Summary

 The Executive Assistant works as a team member performing administrative duties to the Chief Program’s Office and provides ongoing additional support as needed.

ESSENTIAL DUTIES & RESPONSIBILITIES

The executive assistant’s key areas of responsibility and duties include: 

Essential Duties:

• Performs general clerical duties to include, but not limited to the use of computers, photocopying, faxing, mailing, electronic filing, pdf conversions, etc.
• Maintains hard copy and electronic filing system
• Maintains the executive’s calendar electronically
• Serves as the lead and coordinates various meetings and small events
• Answers and responds to emails and phone calls, communicates messages and information to the executive
• Arranges conference calls and notifies appropriate parties
• Creates and modifies documents using Microsoft Office
• Coordinates travel arrangements
• Draft, review and sends communications on behalf of the executive and other designee.
• Assists in preparation of presentation materials for board meetings
• Interacts regularly with members of the Sr. Leadership team, other staff members and visitors
• Maintains various records and documents for the executive office
• Responds to other duties as needed

Other duties and responsibilities may be assigned. The duties and responsibilities listed are designed to provide typical examples of the work performed; not all duties and responsibilities assigned are included here, nor is it expected that all similar positions will be assigned every duty and responsibility.

QUALIFICATIONS

Knowledge, Skills & Abilities:

• Must be highly motivated and a self-starter.  Must possess the ability to communicate with and relate to a diverse group of people including clients, community, and both internal and external stakeholders.  Must have excellent organizational skills, be a quick learner and have the capability to work in a fast-paced environment.   
• Demonstrate the ability to set priorities and meet deadlines while producing high quality work
• Professional demeanor and ability to interact with various personalities, displaying a good-natured, cooperative attitude
• Meticulous organizational skills, keen attention to detail, and exceptional phone presence with the ability to view the calendar from the executive director’s perspective.
• Good written and verbal communication skills
• Must have the ability to multi-task
• Must have basic knowledge of frequently used computer software and programs, such as Microsoft Office
• Must have great interpersonal skills.
• Must be able to communicate information in a comprehensive way.
• Must think strategically and be comfortable with both accepting and providing constructive feedback
• Professional appearance and demeanor are a must but at the same time show up authentically.

Experience:

• 3 years of prior experience as an executive assistant is a plus but not required.
• Previous office experience is required.

Education:

• High School Diploma
• Bachelors preferred

Direct Reports:

• This position has no direct supervisory responsibilities. 

Computer Skills:

• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to use widely supported internet browsers.
• Be knowledgeable of and able to use phone apps to track and store information
• Must be comfortable with the use of other technology

Certificates, Licenses and Registrations:

• Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
• Valid automobile liability insurance.

Travel Requirements:

• Local travel may be required.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand, sit, walk, stoop, talk, hear, reach above and below shoulders; use hand and finger dexterity, keyboarding and making and receiving telephone calls. The employee may be required on occasion to lift and or carry up to 20 lbs.

Status: Full-Time/Exempt 

Pay Range: $62,400/yr and up

At St. Joseph Center, pay ranges are set using the best available market data for the job at the required location. To determine salary for a candidate, we consider the candidate's skills and capabilities for the job compared with expectations for the position.

Employment with St. Joseph Center is contingent on completion of satisfactory background check.

For consideration, please submit cover letter and resume. St. Joseph Center (SJC) is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, national origin, disability, status as a protected veteran or any other characteristic protected under federal law. In addition to federal law requirements, SJC complies with applicable state and local laws governing non-discrimination in every location in which the company has facilities.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

All applicants for employment are invited to voluntarily self-identify their gender, race, ethnicity, and veteran status, by completing the EEO Information. Providing your EEO Information is voluntary and refusal to self-identify will not subject applicants to any adverse treatment. Similarly, applicants who do self-identify will not be subject to any adverse treatment based on the information they provide.

St. Joseph center invites you to review the current "EEO is The Law" poster as part of the application process. A link to the current poster is located here.

 https://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf