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External Affairs - Administrative Specialist

Crystal Stairs in Los Angeles, CA, USA

External Affairs Administrative Specialist

What We're Looking For:

We are seeking an Administrative Specialist who oversees and performs all administrative functions for the External Affairs Director. Composes correspondence, announcements, and memoranda, and creates and maintains confidential corporate and general files, and time keeping records. This position requires an individual who can work independently and has very strong interpersonal, organizational, writing and computer skills. The ideal candidate will have the following responsibilities:

  1. Assist in the Director of External Affairs department which includes answering phone calls, file maintenance and organization, preparing documents, composing routine correspondence and announcements, receiving visitors, faxing/receiving messages and expediting mail handling.
  2. Perform direct support with drafting and/or editing letters, providing support to fundraising efforts, meeting preparation and implementation, distributing meeting agendas, presentation materials, correspondence and minutes.
  3. Facilitate communication between Agency staff members Executive staff using file sharing, shared calendars, email and direct communication efforts.
  4. Coordinate and assist with the completion of special projects, including research, documentation, spreadsheets, development and presentation design; maintain paper and electronic filing system for all necessary documents.
  5. Ensuring that the Director of External Affairs is fully briefed and prepared for all meetings, events and travel by coordinating and verifying all arrangements, processing expenses and validating details.
  6. Perform general customer service duties to include internal and external customers, serve as the first point of contact responding to all request and communication in a timely manner.
  7. Assist in the preparation for board meetings and events which includes but are not limited to; preparing materials, and providing any additional onsite support as needed.
  8. Will serve as lead coordinator for all Public Affairs board meetings and community projects.
  9. Other duties as assigned
  • Two years of college. Bachelor's degree preferred. Related work experience may be substituted for education.
  • A minimum of 4 years demonstrated experience providing administrative support to executive management staff or office management experience. Non-profit experience a plus.
  • Requires strong MS Office, Excel, desktop publishing and PowerPoint knowledge.
  • Requires excellent written, oral and interpersonal skills as well as a strong customer service orientation.
  • Strong meeting and travel coordination expertise.
  • Must have exceptional customer service skills, with the ability to deal with tact and diplomacy with all levels of the organization.
  • Proficiency in managing telephone calls, including the ability to take and direct messages to appropriate staff for action.
  • Must be flexible and able to manage multiple tasks and handle changing priorities and deadlines.
  • Strong organizational and administrative skills, with attention to detail and ability to produce under tight deadlines. Typing speed of 45+ wpm with 85% accuracy rate.
  • Requires the exercise of independent judgment and discretion when analyzing situations. Position requires that you have a high degree of confidentiality and discretion. Must exercise sound judgment in determining which matters require immediate attention.

Crystal Stairs is committed to building and sustaining a diverse workforce and culture. As part of this commitment, Crystal Stairs provides equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, and compensation, to all qualified applicants and employees without regard to race, color, medical condition as defined by state law, ancestry, religion, sex, national origin, age, marital status, sexual orientation, gender, ethnic group identification, mental or physical disability, pregnancy, childbirth and related medical conditions, or any other legally protected status.

For more information about Crystal Stairs, please visit our website at:

Job Posted by ApplicantPro

Posted date: 13 days ago

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