Executive Assistant to the Office of the CEO at COALITION TO ABOLISH SLAVERY AND TRAFFICKING

If you are looking for an organization where your gifts, talents, skills, and abilities contribute to a greater cause, join our team.

Our Mission: Ending modern slavery through education, advocacy, and empowering survivors of human trafficking.

About Us: The Coalition to Abolish Slavery and Trafficking (Cast) is a Los Angeles-based nonprofit organization that is working to put an end to modern slavery and human trafficking through comprehensive, lifesaving services to survivors and a platform to advocate for groundbreaking policies and legislation. Over the past two decades, Cast has supported thousands of survivors through every phase of their journey to freedom from counseling, to legal resources, to housing, educational and leadership training, and mentorship. Through these programs, Cast has helped empower survivors to overcome their traumatic pasts and become leading voices in shaping policy and public awareness to ultimately put an end to the fastest growing criminal enterprise of the 21st century.

Cast offers generous benefits, including medical, life, disability,paid sick/vacation time, and a 403(b) plan.

Job Description Executive Assistant to the Office of the Chief Executive Officer

Department: Administration

Reports To: Chief Executive Officer (CEO)

Employment Type: Full-time, Exempt

Location: Los Angeles, CA, on-site

Summary of Position:

Under the supervision of the Chief Executive Officer (CEO) and with collaborative mentorship of the HR Manager, the Executive Assistant serves as the primary point of contact and liaison for internal and external constituencies on all matters pertaining to the Office of the CEO; manages CEO calendar and plans, coordinates and participates in Board of Directors' meetings.

The Executive Assistant must enjoy working with a non-profit organization that is mission-driven, results-driven, and community orientated. The position requires an individual that is experienced, reliable, task-oriented, highly self-motivated, professional and capable of managing their workload and prioritizing tasks. It is necessary for the individual to have a detailed understanding of the full Microsoft Office Suite and office technology. Enthusiastically supports, practices and communicates agency's mission and statement of values. Must be able to handle a wide variety of activities and confidential matters with discretion in full support of the CEO.

Essential Responsibilities:

1. Provides a bridge of smooth communication between the CEO's office and internal departments, demonstrating leadership
2. Manage and maintain the CEOs' Daily Calendar.
3. Make travel arrangements for the CEO.
4. Relay directives/information to agency personnel/follow-up
5. Provide advice and historical context to the CEO and occasionally the Leadership Team on agency matters; including those of a sensitive or confidential nature.
6. Support Agency's Development and Marketing Efforts.
7. Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation
8. Researches, prioritize, and follow-up on incoming issues and concerns addressed to the CEO. Determines appropriate course of action, referral, or response.
9. Responsible for managing social media postings in relation to the CEO and on behalf of Cast.
10. Coordinate and direct office services, such as records, departmental finances, budget preparation, building management, facilities, and technology
11. Answer phone calls and direct calls to appropriate parties or take and distribute messages.
12. Prepare responses to correspondence containing routine inquiries in support of incoming emails, CEO & Media Email Inbox.
13. Open and distribute agency mail in accordance with the Mail Opening Policy and Check Receipt Procedure.
14. Greet visitors and determine whether they should be given access to the CEO; assist the visitor, calendar or redirect as needed.
15. Prepare agendas and manage tasks, such as coordinating catering for luncheons, for the board of directors' meetings, donor visits, and other internal-external events.
16. Receive, distribute and respond as necessary to general information correspondence received via agency website and Inbound Email portals.
17. Conduct research, compile data, and prepare documents for consideration and presentation by the CEO for meetings with staff, boards of directors, donors, legislative officials, partners, etc.
18. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping functions.
19. Read and analyze incoming memos, submissions, and reports to determine their significance and plan a response for the CEO.
20. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting social media posts, presentations, personal correspondence, updating and maintaining donor/fundraising database, and other tasks and duties as assigned.
21. Attend assigned internal and external meetings to record minutes or meeting notes and distributed upon request.
22. Supervises Programs Assistant and provides front office relief coverage for this role.
23. Performs other administrative duties as assigned.

Power Skills and Requirements:

• Strong sense of Integrity.
• Actively looking for ways to help.
• Adjusting actions in relation to others.
• Being aware of others' reactions and understanding why they react as they do.
• Identifying complex problems and reviewing related information to develop and evaluate options and implement.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Customer/client-centered Focused.

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking, critical thinker, who actively seeks opportunities and proposes solutions.
• This position requires a high level of effective decision-making ability.

Qualifications:

• Bachelor's Degree Required. Degree with significant writing skills preferred. Advanced work experience with writing skills, in lieu of education, acceptable.
• Minimum of 5 years of recent experience supporting C-Level Executives, preferably in a non-profit organization
• Exceptional Problem-solving skills: solutions and results-oriented.
• Skilled in Organization Change Management and Conflict Resolution.
• Experience in internal/external communications, community relations, and fundraising.
• Finance and/or Accounting experience a plus.
• Highly proficient in hi-tech platforms, such as Microsoft Office Suite, Adobe Acrobat, and Social Media platforms, Database Management, including Quickbooks; fundraising databases, like Nationbuilder or Raiser's Edge.
• Maintains a valid California Driver's License and vehicle insurance.
• Ability to thrive in a mission-driven environment

• Committed to the mission, vision, and values of Cast.
• Must maintain a good driving record as required by company and DOT regulations, as applicable.

• Driver's license must be up to date and driving records reasonably clean; subject to review by Human Resources.
• Provide proof of personal auto insurance coverage - Minimum Policy structure 100/300/50 liability.
• Ability to thrive in a mission driven environment.

Language Skills

Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Physical Demands

BODY POSITIONS: Includes sitting, standing, walking, finger dexterity, reaching with hands and arms, and use of hands and arms to operate office equipment. Includes occasional climbing or balancing; and stooping, kneeling, crouching or crawling. Must be able to lift up to 50 pounds.

BODY SENSES: Must have command of the senses of sight, hearing, speech, taste or smell, and touch. Must be able to see (20/20 vision with glasses) and hear (with mechanical assistance if necessary) sufficient to understand and comprehend individual one-on-one conversations. Vision requirements must be sufficient to shift in focus from computer screens to close forms.

Work Environment

This position will be working primarily indoors in a climate-controlled office environment. The noise level in the work environment is usually moderate. Some local travel required. Some evening and weekends required.

Compensation

Cast's Total Rewards package includes a competitive salary accompanied with benefit offerings, such as 100% employer-paid Medical, Dental, Vision healthcare plan, $25,000 life insurance, generous sick, and vacation leave policy, a retirement savings 403(b) plan with employer contributions after one year of employment, FREE access to Mental Health counseling, an Employee Discount program, and more.

Working at Cast also provides you an opportunity to work with a team of committed individuals making an impact in your community.

Successful candidates will complete pre-employment screening, which includes, but is not limited to a criminal background check.

Cast is an Equal Opportunity Employer

The Coalition to Abolish Slavery & Trafficking (Cast) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, CAST complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.

Applications for this position must be submitted via the following job link: https://castla.applicantpro.com/jobs/ and must include a cover letter, resume, and writing sample.

The application process may be comprehensive and can take several weeks; including phone screenings, one-on-one and panel interviews, and assessments, prior to making final candidate selections. However, all eligible applications will be reviewed, and the agency responds to qualified applicants at the end of the process and prior to closing the job posting. No Phone Calls Please.