Executive Assistant – LA Office – Prevention Institute – Los Angeles, CA

Job Announcement for Executive Assistant

This position will support two directors and also serve as manager of the Los Angeles office.

Prevention Institute advocates for primary prevention and develops methods for practice. Our approach is interdisciplinary in nature, addressing critical health and social issues. The Institute’s work is characterized by a strong commitment to community participation and promotion of equitable health outcomes among all social and economic groups.

Primary Responsibilities:

Support work of Managing Director and Director: Manage overall calendar, daily schedule; facilitate travel arrangements; prepare meeting, presentation and conference materials. Prepare, submit and track expenses and expense reports; Handle correspondence: screen and track emails; draft and respond to emails, write letters, prepare follow-up memos from meetings and conferences
Conduct research; gather and synthesize information.
Work on special projects such as outreach, grant development, or project support. Assist with organizational needs such as deployment/project tracking.
Represent the organization via phone or in-person meetings.
Prepare training materials (i.e. PowerPoint presentations and handouts/worksheets).
Handle confidential and sensitive information that relates to the successful running of an organization and the systems within it.
Develop and maintain efficient administrative systems and operations related to the management of facilities and tenants, telephones, computer and other equipment, and files, supplies and publications.
Other assignments and duties as needed.

Qualifications:

Experience: A minimum 3-5 years relevant administrative/operational experience; experience in non-profits preferred; computer fluency (Microsoft Office, including PowerPoint, Outlook). Detailed knowledge of the greater Los Angeles area preferred.

Communication skills: Excellent written and oral communication skills; ability to capture written style/voice of the organization and the person you are representing in the communication.

Interpersonal skills: Strong interpersonal skills; ability to interact with staff at all levels of the organization; understanding of organizational dynamics.

Organizational skills: Well-organized, attention to detail, and able to meet deadlines; ability to manage multiple tasks, assignments, priorities.

Flexibility: Ability to work in a fast paced, highly productive environment and comfortable with changes in priority and direction.

Commitment: Interest in and commitment to performing essential administrative duties and creating effective administrative systems.

We strongly encourage applicants of color and bilingual candidates to apply.*

Position will be based in our Los Angeles, CA office (Leimert Park).

Full time or part time (at least 24 hours per week) applicants will be considered.

Please send a cover letter, resume, and brief writing sample by mail or email to jobs@preventioninstitute.org. No phone calls, please.

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