Executive Assistant

Interim Executive Assistant to the Chief Financial & Administrative Officer

APCH Main Building - Los Angeles, CA 90011

Salary Range $35.00 - $39.00 Hourly Position Type Seasonal Education Level 2 Year Degree

Job Description

A PLACE CALLED HOME (APCH)

Job Title: Interim Executive Assistant to the Chief Financial & Administrative Officer

Department: Administration & Operations

Reports to: Chief Financial & Administrative Officer (CFAO)

FLSA Status: Temporary Full-Time: 40 hours per week (Position Coverage for Maternity Leave)

Schedule Classification: Flexible with onsite availability-minimum 3 days per week.

Assignment Duration: This is a temporary full-time position anticipated to continue through January 29, 2027. The assignment may be extended based on organizational needs.

About Us

A Place Called Home (APCH) is a dynamic nonprofit youth and community center located in South Central Los Angeles. APCH provides a wide range of programs and services to support the growth and well-being of young people and their families, including educational programs, counseling, case management, mentoring, music, dance and visual arts classes, as well as fitness and health and wellness opportunities. As youth participate in our programs, they discover interests and talents and develop a better sense of themselves and their place in the world around them. Our goal is to increase the likelihood that youth will stay in school, attain viable jobs, and become active community members capable of making positive changes in the world in which they live.

Summary

We are seeking a highly organized, resourceful, and excellent communicator to serve as Interim Executive Assistant to the Chief Financial & Administrative Officer (CFAO). This is an opportunity for an experienced administrative professional to work closely with a C-suite executive while gaining broad exposure to Finance, Human Resources, Administration, Operations, and organizational leadership.

The Interim Executive Assistant will serve as a trusted partner to the CFAO by managing priorities, communications, meetings, deadlines, documents, and cross-functional follow-through. The ideal candidate is an exceptional writer who exercises sound judgment and discretion, anticipates needs, takes initiative, is technologically proficient, and can independently move assignments from request through completion. Success in this role requires far more than managing a calendar and inbox. We are seeking a proactive, highly organized, and task-oriented professional who can bring structure to a fast-paced environment, synthesize complex information, identify gaps, ask thoughtful questions, and keep priorities moving forward. This individual must be able to manage multiple priorities, maintain meticulous attention to detail, communicate confidently and professionally with a wide range of stakeholders, and ensure projects, decisions, and follow-up actions remain on track.

Essential Responsibilities & Duties

• Manage and organize the CFAO's inbox, helping prioritize incoming communications and requests, and action items to ensure timely responses and follow-through.
• Identify urgent, time-sensitive, leadership-related, financial, HR, operational, and approval-required matters, bringing critical issues promptly to the CFAO's attention.
• Review, synthesize, and provide concise summaries of emails, documents, reports, and requests, highlighting key issues, recommended actions, and deadlines.
• Draft, edit, and proofread emails, correspondence, memos, documents, summaries, and other communications on behalf of the CFAO.
• Research, gather and organize relevant information and documentation needed to support responses and decisions.
• Serve as a liaison on behalf of the CFAO by managing communications, coordinating follow-up, and ensuring timely resolution of requests, commitments, and action items with staff and organizational leaders
• Exercise good judgment regarding which matters can be handled independently and which require CFAO review or escalation.
• Anticipate communication needs, identify missing information or potential issues, and proactively resolve or elevate concerns to keep priorities moving forward.
• Maintain the highest level of professionalism, confidentiality, and discretion when handling sensitive information, executive communications, and organizational correspondence.

Calendar, Scheduling & Executive Support

• Proactively manage the CFAO's calendar and scheduling priorities.
• Coordinate internal and external meetings, including meetings with senior leadership and direct reports.
• Maintain recurring one-on-one meetings with the CFAO's direct reports.
• Anticipate scheduling conflicts and recommend solutions based on priorities.
• Incorporate drive time, meeting locations, preparation time, and other relevant details into the calendar.
• Coordinate PTO and out-of-office calendar and communication needs.
• Look ahead at upcoming meetings and deadlines and help ensure the CFAO has the information and materials needed to be prepared.
• Adjust schedules as organizational priorities change.

Document & Contract Review Support

• Coordinate contracts, agreements, forms, reports, and other documents requiring CFAO review, approval, or signature.
• Conduct an initial review of documents and supporting materials to help identify discrepancies, inconsistencies, missing information, questions, or items requiring additional attention.
• Compare documents, versions, terms, or supporting information and prepare concise summaries of differences and key items for CFAO review.
• Gather relevant background information and supporting documentation to facilitate the CFAO's review and decision-making.
• Confirm deadlines and proactively ensure documents are reviewed, approved, or signed within required timeframes.
• Follow up with internal staff and external parties to obtain missing information, revisions, signatures, or documentation.
• Ensure signed or completed documents are returned to the appropriate party and track matters through final completion.
• Maintain organized records of executed agreements and other important documents.
• Escalate documents involving urgent deadlines, significant discrepancies, legal concerns, financial implications, or other matters requiring additional review.
• Use approved technology and AI tools, including Claude and Chat GPT when appropriate and consistent with organizational confidentiality and data-security requirements, to assist with research, document analysis, comparison, summarization, and identification of potential issues.

Task, Deadline & Follow-Through Management

• Maintain the CFAO's master task and follow-up system.
• Track assignments, deadlines, approvals, deliverables, outstanding requests, and items awaiting action by others.
• Take ownership of follow-up on matters delegated by the CFAO and help move assignments from request through completion.
• Follow up with staff and senior leaders to obtain required information, documents, updates, or deliverables.
• Track priorities, deadlines, and action items, proactively identifying delays, coordinating follow-up, and escalating issues when necessary to maintain progress.
• Provide concise status updates so the CFAO can quickly understand what has been completed, what remains outstanding, and where intervention may be needed.
• Help ensure commitments made during meetings, through email, or through direct assignments are completed on time.
• Coordinate cross-departmental requests involving Finance, HR, Administration, Operations, and other organizational functions.
• Conduct research, synthesize information, and prepare summaries as requested.

Meeting & Documentation Support

• Prepare meeting materials, agendas, background information, and relevant documentation as requested.
• Attend meetings and take clear, detailed notes when requested by the CFAO.
• Capture key decisions, action items, responsible parties, and deadlines.
• Distribute notes and follow up on action items as appropriate.
• Maintain organized electronic files and ensure documents are clearly named, properly stored, and accessible.

Presentations & Organizational Communications

• Assist with the development and preparation of presentations, reports, and materials for leadership and organizational meetings.
• Support preparation of monthly All-Staff presentations and other CFAO presentations.
• Coordinate and submit Event Request Forms for staff meetings, presentations, and training sessions, ensuring technology, facilities, room setup, and other logistical requirements are arranged in advance.
• Coordinate with staff and executive support personnel to gather information and content.
• Edit and format presentations and other materials for clarity, consistency, accuracy, and professionalism.
• Track submission deadlines and follow up with contributors to ensure materials are completed on time.

Systems, Accounts & External Access