Administrative Assistant - Los Angeles

Only for registered members Los Angeles, United States

7 hours ago

Full time $55,000 - $60,000 (USD)

Job description

TreePeople is an environmental nonprofit organization that mobilizes individuals, families, communities, philanthropists, and public agencies to work together to create green, resilient communities by providing education on the benefits of planting trees, capturing rainwater, greening schools, and providing fun environmental activities. TreePeople unites with communities to grow a greener, shadier, and more water-secure region at homes, neighborhoods, schools, and local mountains.

The Administrative Assistant will provide high-level administrative support to the CEO and Board of Directors by coordinating, organizing, and executing a wide range of administrative functions. Responsibilities include managing schedules, preparing correspondence and documents, and recording meeting minutes. This role serves as a key liaison between internal and external stakeholders, coordinates meetings and projects, and ensures the accurate maintenance of confidential records and materials.

ESSENTIAL JOB RESPONSIBILITIES

Serve as a gatekeeper and gateway to the CEO by managing the calendar, scheduling meetings, and prioritizing requests for time and attention.

Respond to internal and external inquiries on behalf of the CEO, including speaking engagements and matters related to organizational and programmatic initiatives.

Research, prioritize, and follow up on issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determine the appropriate course of action, referral, or response.

Act as a communication bridge between the CEO, internal departments, and external partners, demonstrating professionalism, discretion, and leadership to foster trust and collaboration.

Manage competing priorities effectively, handling matters proactively and ensuring timely follow-up and completion of projects under deadline pressure.

Respond to, research, and follow up on calls, requests, and inquiries directed to the CEO, ensuring appropriate and timely resolution.

Address and screen callers seeking to connect with the CEO.

Maintain awareness of upcoming events, meetings, and organizational updates, ensuring the CEO is well-informed and prepared.

Coordinate complex travel arrangements, including itineraries, lodging, transportation, and related logistics.

Schedule and organize speaking engagements and meetings, coordinating staffing needs and materials as required.

Prepare and manage materials for CEO events and presentations, including audiovisual setups, information packets, and travel documentation.

Oversee the day-to-day operations of the Office of the CEO, ensuring requests and inquiries are handled efficiently and professionally.

Perform other duties as assigned to support the CEO and organizational leadership.

BOARD SUPPORT

Serve as the administrative liaison for TreePeople's Board of Directors.
Provide administrative, organizational, and logistical support for Board and committee meetings, including scheduling, communications, coordination of agendas, distribution of materials, meeting setup, and technology support.
Record and prepare minutes for all Board, committee, and working group meetings.
Maintain and organize Board documents, meeting materials, website content, and the Board calendar to ensure accuracy and accessibility.
Uphold the highest level of discretion and confidentiality in all interactions with Board members and leadership.
Ensure compliance with bylaws and applicable governance requirements, including timely and accurate distribution of materials prior to meetings in electronic and/or printed formats.
Coordinate calls, communications, and scheduling for the Directors & Officers (D&O) Committee.
Perform other related duties as assigned in support of the CEO and Board of Directors.

QUALIFICATIONS

Minimum of 3–5 years of relevant administrative or executive support experience, preferably supporting senior leadership or a Board of Directors.

Demonstrated ability to maintain a high degree of professionalism, discretion, and diplomacy when handling confidential or sensitive information.

Excellent interpersonal, written, and verbal communication skills; able to interact effectively with individuals at all organizational levels.

Highly organized self-starter with strong time management skills; able to prioritize multiple projects and meet deadlines independently.

Exceptional accuracy and thoroughness in managing documents, schedules, and communications.

Strong computer skills with proficiency in Google Workspace, Slack, Adobe Acrobat, Zoom, and the ability to quickly learn new software programs.

Bilingual in Spanish (speak, read, and write) preferred.

PHYSICAL REQUIREMENTS

Prolonged periods of sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds at times (e.g., office supplies, meeting materials).
Regularly required to use hands and fingers to operate a computer keyboard, mouse, and other office equipment.
Must be able to hear and speak clearly to communicate effectively in person, over the phone, and via virtual platforms.
Occasionally required to stand, walk, reach, or bend in the performance of office tasks.
Ability to travel locally for meetings or events, when needed.

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