Senior Administrative Assistant - Communications
The Senior Administrative Assistant is responsible for providing administrative support, establishing and maintaining administrative systems, procedures and policies and coordinating media relations activities for The California Endowment’s Communications department. As part of the Communications team, the Assistant works in service of equity and to raising awareness of health issues impacting underserved communities and all Californians. This position reports to the Managing Director of Communications.
- Maintain calendars and synchronize with master department calendar as needed; make necessary arrangements for appointments, meetings, seminars, conferences, or travel in a timely manner.
- Manage the flow of information from multiple sources into the department or departments; prioritize and coordinate responses, and ensure appropriate documentation is maintained at all times.
- Answer the telephone promptly, respond to inquiries and requests for information, provide assistance or direct calls to the appropriate party in a timely manner.
- Read and respond to incoming correspondence and prepare outgoing communications.
- Schedule for Managing Director of Communications and Senior Program Manager of Public Affairs.
- Routinely schedule department appointments and events, notifying all participants in a timely manner.
- Make travel arrangements and prepare and process expense reports.
- Provide logistical support to meetings and other events to ensure successful outcomes – i.e., locate meeting sites, arrange catering, audio/visual and room/meeting requirements, etc.; provide other meeting support such as agenda and materials preparation, attend meetings and record and distribute minutes or other meeting documentation.
- Participate in activities for the implementation of strategic communications objectives.
- Support basic accounting for Communications department, and provide other duties as needed.
- Demonstrated commitment to equity and/or experience working in underserved communities.
- Candidates must have strong oral, written and interpersonal communication skills.
- Must be proactive, mature, organized, and deadline/detail-oriented.
- Experience with social media.
- Proficiency in Microsoft Office and experience in electronic scheduling, travel arrangements, and reimbursement processes as well as excellent research skills.
- Excellent organizational skills and the ability to work independently.
- Candidates should have a willingness to learn how to use a variety of research-based tools (e.g., Factiva, Bacons Media Monitoring, and Research Modules, Grants Management System, etc.) and be proficient in Microsoft Word.
- Basic accounting skills.
- Fluency in both English and Spanish a strong plus.
- A strong academic background
- Bachelor’s degree preferred
- Interest in multicultural health issues is helpful.
- Three to five years administrative support experience in a multi-task, fast-paced and deadline-oriented environment.
- Experience in a grant making, nonprofit, communications, journalism, media, or related field a plus.
Physical demands including close vision for computer work, lifting, or carrying up to 25 pounds.
Please submit a compelling cover letter and resume to HRresumes@calendow.org. Please reference “Senior Administrative Assistant” in the subject line.