Administrative Assistant to the Executive Office

THE OPPORTUNITY
The California Wellness Foundation is
seeking a high-level Administrative Assistant to support the
Executive Office. The Administrative Assistant will be a resource
for the team, a skillful project manager, and an important
ambassador for the organization. The Administrative Assistant will
proactively take on any administrative or project-related tasks to
enable the CEO and other Executive Office team members to focus on
department- and organization-wide priorities and continue serving
California communities.
 
The Executive Office is comprised of
the CEO, Executive Assistant to the CEO, Board Liaison, and
Director of Learning & Innovation. The Administrative Assistant
will report to the Executive Assistant to the CEO. The CEO,
Executive Assistant to the CEO, and Director of Learning &
Innovation are based in our Oakland office. The Board Liaison is
based in our Los Angeles office. This position will be based in Los
Angeles and will be the primary person to provide in-person support
to the CEO when he is in Los Angeles.
 
We’re looking for someone who will
thrive in a fast-paced, dynamic environment while maintaining a
high attention to detail. The ideal candidate will be a skilled
administrative professional who is proactive, adaptable, and a
strong communicator.  
 
KEY RESPONSIBILITIES
 
CEO Administrative Support

Maintain CEO’s calendar, schedule meetings, prepare meeting
materials, and coordinate related arrangements to keep the CEO on
track, on time and informed.

Manage logistics for CEO’s travel, making reservations and
coordinating any related needs.

Process and manage workflows and correspondence related to the
CEO’s discretionary grantmaking. 

Track and manage approvals required of the CEO in various
systems.

Develop and/or review, format, and proofread correspondence,
presentation materials, and other documents to ensure accuracy and
completeness.

Ensure timely and accurate record keeping of correspondence,
contacts, and electronic file storage.

Executive Office Support

Support the Board Liaison with administrative activities
related to Board Members and preparing for Board meetings including
travel coordination, meeting scheduling, electronic record keeping,
and onsite support during Board meetings and events.

Support the Director of Learning & Innovation with
administrative activities related to organization-wide learning and
strategic planning including meeting coordination, agenda
preparation, and notetaking.

Event planning and execution of internal and external staff
events and business meetings led by the Executive Office and the
Board of Directors (e.g. team meetings and retreats, small
receptions,  business meals) including providing on-site,
day-of logistics support, meeting room setup and breakdown,
preparing meeting materials, and ordering catering.

Process extensive expense reports for the department, including
for the CEO, Board members, and Director of Learning &
Innovation, ensuring timely submission of materials through
Concur.

Support colleagues as assigned with calendaring, travel
arrangements, and expense reporting.

Support the design, implementation, and maintenance of
efficient processes to manage administrative work within the
department.

Manage meeting materials and documentation, including agenda
planning, note taking, synthesizing outcomes, and distribution of
advanced materials as well as follow-up on action items in
partnership with Executive Assistant to the CEO.

Assist in coordinating internal communications on behalf of the
Executive Office including collaborating with other departments and
utilizing our intranet site.

Cross-Departmental Activities

Work closely with administrative staff across the foundation on
meeting coordination and logistics.

Support departmental purchasing, contracting, and provision of
honoraria in compliance with organizational policies and
procedures, coordinating with project leads in the department as
well as Operations and Finance.

Partner with Operations to maintain an effective, cohesive, and
organized work environment in the Executive Office areas and CEO
offices in Los Angeles and Oakland.

Provide ad hoc admin and/or project support to colleagues as
necessary including acting as a backup to Executive Office and
administrative staff.

Develop a comprehensive knowledge of operational practices,
policies, and procedures.

Participate in cross-departmental workgroups, planning and
activities as needed.

CANDIDATE PROFILE
This position requires deep
proficiency in a broad range of administrative and operational
activities. The ideal candidate has superb interpersonal skills,
consistent reliability, a positive attitude, the ability to
anticipate needs as well as adapt and respond thoughtfully to
emerging issues, and the ability to work quickly and effectively in
a dynamic environment.
 
The position requires clear, effective
communications skills; a high level of discretion, critical
thinking, and judgement in handling sensitive and confidential
information; and advanced organizational and prioritization skills
necessary for multitasking and supporting a dynamic Executive
Office Team and by extension the Management Team and Board of
Directors.
 
REQUIREMENTS, QUALIFICATIONS AND RELEVANT EXPERIENCE

Demonstrated experience in a position with administrative
responsibilities requiring high attention to detail.

Previous experience in the philanthropic and/or nonprofit
sector is highly desired.

Excellent oral and written communication skills.

Strong interpersonal skills with the ability to interact with a
diverse population including CEOs, Board members, community
leaders, and staff across the organization.

Strong organizational skills with high attention to detail
and accuracy.

Ability to expertly handle complex calendaring across internal
and external parties.

Strong technology skills and proficiency with MS Office,
including Outlook, Excel, Word and PowerPoint, with ability to
create high-level presentations.

Ability to proactively problem solve, identify, and implement
effective solutions, even when there is a lack of clear process or
standards.

Good judgement in balancing independent work with the need to
seek guidance and ensure alignment on top priority
initiatives.

Comfortable working in a fast-paced and rapidly changing work
environment, adjusting to evolving needs of the organization.

Ability to anticipate needs and make independent decisions when
necessary.

Ability to work both independently and collaboratively within a
team.

Ability to multitask, prioritize and follow through to
effectively manage workflow.

Ability to plan ahead and work within deadlines.

Strong time management skills, effectively managing one’s own
time and the time of others.

Ability to use discretion and maintain confidentiality when
handling sensitive materials and issues.

Experience with or knowledge of project management systems
(e.g. Asana), expense management software (e.g. Concur), cloud
based CRMs (e.g. Salesforce, NetSuite) is a plus. 

Ability to learn new software quickly.  

CORE COMPETENCIES
The ideal candidate will embody Cal
Wellness’ core competencies:

Commitment to Justice, Equity, Diversity & Inclusion

Communication

Innovation

Leadership

Teamwork and Collaboration

THE CALIFORNIA WELLNESS FOUNDATION
The California Wellness Foundation
(Cal Wellness) is a private, independent foundation established in
1992 with a mission to protect and improve the health and wellness
of the people of California. As one of the largest health-focused
foundations in California, with over $1 billion in assets, Cal
Wellness is a nationally recognized leader for its strategic core
operating support for grantees; public policy grantmaking; and a
focus on violence as a public health issue. It is Cal Wellness’
desire to promote equity and level the playing field so that
everyone has access to good-paying jobs; healthy and safe
neighborhoods; and quality health care services.
 
The foundation’s current Advancing
Wellness grantmaking strategy includes four interrelated
portfolios. Since its founding, Cal Wellness has awarded nearly
12,400 grants totaling more than $1.3 billion. In addition to its
grantmaking, the foundation has committed to using its voice,
influence, and endowment dollars to advance its mission.
 
Cal Wellness has a diverse staff of
approximately 45 located in its Los Angeles and Oakland offices and
a diverse 13-member Board located throughout the state of
California. The foundation’s work underscores a belief that
wellness requires social justice, a deep commitment to diversity,
equity, and inclusion (DEI), and sustained efforts to eliminate
systemic barriers that prevent access to health care, education,
employment, and safety.
 
Please visit http://www.calwellness.org for
more information.
 
LOCATION & TRAVEL
This position is based at our Los
Angeles office.  Cal Wellness operates with a hybrid work
model that includes both in-office and remote work. In-office
attendance will typically be required Tuesdays and Wednesdays.
Travel is estimated at up to 10% to engage with the team and have a
periodic presence at our Oakland office and to attend meetings and
convenings across the State.
 
COMPENSATION & BENEFITS
The target starting salary for the
newly hired Administrative Assistant is $87,500 per year
(non-exempt, $42.07/hour). The full salary grade for the role is
$85,000 to $97,900 per year.
 
Highlights from our benefit package
include: a variety of medical, dental and vision plans, a generous
401(k) retirement savings plan with a 16% employer contribution,
flexible paid time off, tuition reimbursement, professional
development opportunities, 3:1 matching gifts, and the opportunity
to work at a mission and values driven organization.
 
TO APPLY
Please upload a cover letter
and resume below as soon as
possible!  The deadline to apply is Friday,
August 9, 2024. 
 

Resume review begins immediately, and candidates
will be considered on a rolling basis. Those selected for
advancement will be asked to participate in several rounds of
interviews (virtual and in-person), complete a writing assignment,
and provide a list of professional references. If you require a
reasonable accommodation to participate in our application process,
please let us know.
 
 
The California
Wellness Foundation is an equal opportunity employer and welcomes a
diverse candidate pool. Additionally, we are
a fair chance employer and welcome candidates with lived experience
with the criminal justice system.
 
The above job description is
intended to describe the general nature and level of work performed
and is not intended to limit the scope of potential work
assignments. This is only a summary of the typical functions of the
job and duties may differ from those as outlined above.