Executive Assistant/Office Manager

About the Organization

Heal the Bay is an environmental nonprofit dedicated to making the coastal waters and watersheds of greater L.A. safe, healthy, and clean. Heal the Bay mobilizes L.A.’s diverse communities to protect our coastline, revitalize our urban waterways, and speak out for smart water policies. For more than three decades, we’ve been the guardian of the Bay – protecting the health of beachgoers and animals alike.

California’s diversity is one of its greatest strengths. Heal the Bay is committed to creating and maintaining a diverse and inclusive environment that respects all individuals regardless of gender, race, ethnicity, sexual orientation, physical ability, religion, or age. We are focused on recruiting and retaining a diverse team of employees, fostering a positive environment where inclusive behaviors are the norm, prioritizing our work through an equity and inclusivity lens, and embedding accountability for diversity throughout the organization. We are committed to creating an environment where all employees are included, are treated with dignity and respect, and are in a position to contribute to our success

Position Description

We are seeking a driven and energetic person to help support the CEO while maintaining the highest level of professionalism. This is an exciting opportunity to be part of a mission-driven dynamic team devoted to preserving and protecting our local waterways.  The right candidate will work independently and handle a wide range of administrative and operational related tasks including ensuring the smooth management of our office’s daily activities and planning special events. This person is a problem-solver, has exceptional communication skills, and will be resourceful in building relationships across multiple departments. This position is full-time with excellent benefit package.

We strongly encourage applications from individuals that reflect the diversity of Los Angeles County, including but not limited to PoC, LGBTQIA and other traditionally underrepresented persons within the environmental movement.

Responsibilities include:

  • Provide high-level administrative support and assistance to the CEO and/or other assigned leadership staff.
  • Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
  • Receive, review and prioritize incoming communication or memos on behalf of senior staff; summarize and/or distribute contents appropriately.
  • Schedule and attend meetings with the CEO, taking notes and recording minutes.
  • Arrange travel and accommodations.
  • Manage office equipment vendors.
  • Serve as Board liaison to the President.
  • Maintain office files; implement efficient systems for staff to access files and records.
  • Coordinate Staff enrichment days, trainings, and other events.
  • Assist Operations Director with staff tracking and communications
  • Ability to promote an organizational culture of equity and inclusion
  • Assist with special projects as assigned.

Experience and Skills Required

  • Knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Proficient with Microsoft Office Suite.
  • Ability to function well in a fast-paced environment.

Education and Experience

  • At least three years of administrative assistant and clerical experience required.
  • Experience with a CRM a plus

Physical Demands

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.

Compensation

$25.50-$30.00/hour based on experience, plus an excellent benefit package and a positive work environment.

Schedule

Hours: Full time. Some weekend and evening hours required.

How to Apply

Please email your resume to Meredith McCarthy the subject line “Executive Assistant.” No phone calls please. Applications will be reviewed immediately and on an ongoing basis in the order they are received. This position will be hired ASAP, and remain posted until filled.


Heal the Bay is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status and we strongly encourage applications from individuals that reflect the diversity of Los Angeles County.

Heal the Bay complies with AB 1008, the Fair Chance Act, during the hiring process. Once a conditional job offer has been made the candidate will be asked to complete a Live Scan criminal background check. A thorough assessment of conviction history will be considered including: the nature and gravity of the criminal history, the time that has passed since the conviction, and the nature of the job the candidate is seeking.