Administrative Assistant/Scheduler

Job Title: Administrative Assistant/Scheduler
Reports to: Administrative Manager

Position Summary
This position will provide administrative support services to all corporate departments.
Administrative Assistant/Scheduler is primarily responsible for all scheduling duties for the
President & CEO and assisting with other administrative duties.

Responsibilities
● Provide administrative support to the President & CEO and other corporate departments
heads.
● Calendar management: Manage meeting-heavy calendars of the President & CEO and
VP of Development to include scheduling and coordinating calls and meetings with both
internal and external stakeholders.

• Schedule & RSVP to events and meetings.
• Understand meeting objectives and prioritize frequently changing business needs and key stakeholder demands.
• Provide updates to any changes in meeting participation prior to start time and determine with CEO if that changes the scope of meeting or requires rescheduling.
• Orchestrate successful meeting arrangements to include room arrangement and tech set up (conference dial-in numbers, video conference, laptop/presentation set up, printed materials etc.) and confirm all connections are in place prior to meeting start time, ensuring a Plan B exists in the event of technical glitches.
• Make travel and accommodations arrangements and prepare travel itineraries.
• Monitor all travel details (flight updates) and send real-time updates as necessary.
• Prepare, follow up, send reminders & track meeting confirmations with participants.
• Prepare and/or send parking directions and other details for President & CEO and/or meeting participants.

● Composes and edits a variety of documents, including correspondence, memos, charts,
slide presentations, and graphs consistent with the organization’s style guide
● Assist with written correspondence as needed
● Produce and/or assist with Corporate office events.
● Processing expense reports and reimbursement requests.
● Answer, screen, and transfer inbound calls.
● Assist with coordination of special events.
● Tasks and projects as assigned

Minimum Requirements
● Bachelor’s Degree preferred.
● Administrative and/or calendar management experience required.
● Strong organizational skills, time management, verbal and written communication skills.
● Strong attention to detail and ability to work as a team member with minimal supervision
● Ability to handle confidential information with discretion.
● Ability to work in a fast paced environment while maintaining accuracy and efficiency.
● Reliable, professional attitude, and ability to work independently without supervision.
● Able to work with a variety of individuals in a diverse, team-oriented environment.
● Computer Skills: Proficient in Word, Excel, PowerPoint, Google Apps and Internet
resourcefulness.
● Intermediate social media skills using Facebook, Twitter, Instagram and YouTube.
● The ideal candidate will embrace the LA’s BEST mission and have a positive attitude.

Interested candidates should submit a resume with cover letter and references to
christine.harris@lacity.org. Please include the position in the subject line. The deadline to apply is Monday, July 20, 2020.