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Children's Institute · 1 day ago

Administrative Assistant II

LA Metro Area

Full-time

Onsite

Mid Level

$26.75/hr - $32.10/hr

3+ years exp

Children's Institute is seeking an Administrative Assistant II to support the VP and guide the organization's top-level initiatives. The role involves managing administrative tasks, supporting strategic projects, and ensuring effective communication within the leadership team.

AdviceEducationTraining

Culture & Values

Responsibilities

Participates on project teams related to a range of operational or programmatic matters

Completes a broad variety of administrative tasks for the VP including managing an extremely active calendar of appointments, completing expense reports and invoices, and preparing correspondence that is at times highly confidential

Drafts original and routine correspondence for VP’s signature

Plans and prepares materials for team meetings including analysis of relevant client, service, and outcome data

Manages program team calendar and action items

Develops and maintains appropriate document filing systems and ensure compliance with records retention procedures

Develops relationships with key programmatic contacts, both internal and external

Able to handle sensitive information with the utmost confidentiality at all times

Assists VP or program leads with implementation, tracking, and monitoring of time-sensitive consents and court documents, as well as managing critical medication prescriptions for children and youth

Completes a broad variety of administrative tasks for the VPPO including arranging complex and detailed travel plans, itineraries, and agendas, taking clear and concise minutes, and compiling documents for travel-related meetings

Creates and edits presentations, documents, and reports for the VPPO as required

Other duties and special projects as assigned

Qualification

Executive support experienceBilingual - Fluent SpanishAdvanced computer skillsOrganizational skillsCommunication skillsMeeting facilitationBudget familiarityCultural sensitivityProblem-solving

Required

3+ years administrative experience, preferably with 2+ years supporting executive-level leadership

Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and timely with excellent attention to detail

Demonstrated proactive approaches to problem-solving with strong decision-making capability

Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

Experience with facilitating meetings

Familiarity working with organizational budgets

Possesses a valid driver's license and state-required auto insurance

This position may require some travel to local worksites

Ability to interact with a diverse level of persons service population with diplomacy and tact

Maintains patient privacy, including protecting confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities

Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities

Sensitivity to service population's cultural and socioeconomic characteristics

Excellent verbal and written communication skills, including the ability to draft correspondence with and other communications quickly with minimal direction

Must have advanced knowledge proficiency of computer programs in a Windows environment

Bilingual – Fluent Spanish required