JOB DESCRIPTION: Executive Assistant and Office Manager

Covenant House California (CHC) is seeking a dynamic and reliable individual to serve as the

Executive Assistant to the agency’s Chief Executive O?cer (CEO), Chief Program O?cer and Chief

Financial O?cer and as O?ce Manager at the organization’s corporate o?ce in Hollywood, CA. This is a

hybrid position that places the employee at the center of the organization’s operations and strategy.

CHC is the largest provider of Transitional Aged Youth (TAY) homeless services in Los Angeles,

Orange County, Santa Clara, Santa Cruz and Alameda County. Serving over 2,000 youth each year

through a broad spectrum of services, CHC has more than doubled in size during the past 3 years.

The Executive Assistant is a key individual in serving the agency, as well as supporting the energetic

and hard-driving Executive team, in e?ort to provide more solutions for youth experiencing

homelessness by providing administrative bandwidth, support and cohesion on the leadership team.

Covenant House California has a deep commitment to diversity, equity, inclusion, and equal

opportunity. We are committed to building a team that is representative of the young people we

serve. We value a diverse team of people whose lived expertise informs their relationship to our

work. Women, trans-and gender-nonconforming folks, LGBTQ+ people, BIPOC (Black, Indigenous, People

of Color) and individuals with disabilities are strongly encouraged to apply.

POSITION SUMMARY: Under the general supervision of the agency’s Director of Operations in Los

Angeles, this position is responsible for providing executive support to the CEO and executive sta?

and managing the o?ce operations for Covenant House California (CHC). This role includes

administrative support, purchasing, and facility coordination for the agency. The Executive Assistant

and O?ce Manager maintains purchasing documents, ?les, administrative records, and databases, and

coordinates with the CHC maintenance sta? and Director of Operations for facility-related duties.

CLASSIFICATION: Non-Exempt hourly, 40 hours per week

PAY RATE: $36 per hour

Essential Functions

Executive Support:

Promotes the mission and values of Covenant House California through all communication and

support of the Executive sta?.

Presents as the “face” and “voice” of the Executive O?ces to the public, sta?, clients and

other stakeholders.

Handle telephone calls for the CEO, and when necessary, for resolution, transfers to the

appropriate sta?.

Provide comprehensive administrative support to the CEO, including managing the CEO’s calendar,

scheduling meetings, preparing correspondence, and handling con?dential information.

Coordinate and organize meetings, including preparing agendas, taking minutes, and distributing

follow-up action items.

Assist with travel arrangements and expense reports for the CEO and other executive sta?

as needed.

Act as a liaison between the CEO and sta?, board members, and external partners.
Coordinate o?ce services and related activities of the CEO, Chief Program O?cer and Chief

Financial O?cer including, but not limited to:

Maintain calendars and appointment schedule.
Screening of impromptu visitors to CEO’s and Executive o?ce.
Scheduling and communication around Quarterly Board of Directors meetings, and the corresponding

committee meetings.

Compile statistical information; develops reports and completes special projects when

designated by the CEO.

Schedules and prepares agendas for regular and special called meetings, securing requested

information and compiling various reports and studies.

Respond to correspondence not requiring the personal attention of the CEO.
Coordinate Executive Team meetings, including assembling agenda and information, record minutes,

distribution of follow-up assignments and maintenance of records.

Maintain ?les and correspondence for the CEO, Board members and key sta?.
Prepares required documentation and follow-up in the CEO’s and Executive o?ce for authorized

payment.

Sorting and distribution of all CHC mail to appropriate departments/case managers.
Open and prepares the CEO’s o?ce mail and distributes appropriately.
Entering of donor contact information into Raiser’s Edge, on behalf of CEO.

O?ce Management:

Oversee the day-to-day o?ce operations, ensuring a well-organized and e?cient workplace.
Manage o?ce supplies inventory, ordering, and distribution to sta? as needed.
Coordinate maintenance and repair services for o?ce equipment and facilities.
Ensure compliance with health and safety regulations within the o?ce environment.

Purchasing

Verify all approved requisitions and work orders, contact vendors for pricing and bids, and

prepare purchase orders (PO) in accordance with established policies and procedures.

Coordinate with vendors to ensure timely and satisfactory delivery of goods and services.
Receive items ordered, compare with PO, distribute to requisitioners, and provide Accounts

Payable with proof of receipt.

Maintain records and purchase orders of all contracts and leases of services and equipment,

coordinating renewals with the Director of Operations and Finance sta?.

Maintain inventory levels to minimize out-of-stock situations for general o?ce supplies.
Coordinate with the maintenance worker to ensure vendors deliver and complete all purchase

orders related to facility repair and maintenance satisfactorily.

Maintain all purchasing documents, ?les, and data to ensure the availability of documentation and

compliance with established policies and procedures.

Administrative Support

Coordinate facility issues and emergencies with CHC maintenance sta? and the Director of

Operations for immediate resolution, including vendor contact, bids, and preparation of purchase

orders.

Participate in meetings and workshops to convey and gather information required to perform job

functions.

Interface with the agency’s Finance Department regarding purchasing, billing, and

contract management for purchasing.

Assist Director of Operations in various administrative and clerical tasks as needed including

data entry, ?ling, and follow-up to departments. Other related duties assigned from time to time

Assist with all audit request and document needs.
Perform other related duties as assigned from time to time.

Job Requirements

EDUCATION: Bachelor’s Degree preferred, or High School Diploma with at least 5 years of

experience.

EXPERIENCE: Minimum of three (5) years’ experience in comparable positions with proven results,

preferably in a non-pro?t agency.

SKILLS: College-level oral and written communication skills, as well as exceptional organizational

skills. Capacity to handle multiple tasks, priorities and interactions with Board of Directors, sta?,

volunteers and clients e?ectively. Must be highly pro?cient in Microsoft Word, Excel, Power Point and

Raiser’s Edge, etc. Attention to detail, ability to prioritize and handle multiple projects at one time

and be able to work well with diverse personalities within a very fast-paced dynamic culture.

TRANSPORTATION: Valid California driver’s license and a good driving record is highly recommended.

WORKING CONDITIONS: General business/o?ce environment. Must be able to lift up to 40-50 lbs. on

occasion, bend, sit and stand for prolonged periods of time. On occasion, work outdoors in all

weather conditions during facility check with the maintenance worker regarding completed PO’s which

sometimes involve dust, noise and fumes. Some weekend/holiday work may be required. Full-time 40

hours per week.

EQUIPMENT USED: Computers, calculators, fax machines, telephone and other equipment required.

Covenant House California does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, subcontractors, vendors, and clients.

Covenant House California is an equal opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.