Key Job Functions:
We are seeking a highly organized, detail-oriented
Executive Assistant who is also a licensed attorney in California, to support Chief Executive Officer with a combination of high-level administrative, strategic, and legal functions. This unique hybrid role offers a rare opportunity to influence operations, ensure compliance, and provide legal guidance while managing the daily priorities of senior executives.
Duties and Responsibilities: Operational Flow & Efficiency Expert: Bring expertise and create efficiencies to keep business operations flowing smoothly. Skilled at "unclogging pipes," you continuously streamline processes and tighten up how tasks are managed to support graceful growth and productivity.
Microsoft 365 Optimization and Support: Assess and enhance the company's use of Microsoft 365, addressing inefficiencies and implementing processes to maximize functionality across the organization. Assist with staff training to ensure consistency. MS expertise required.
Systems & Procedures Management: Act as a "systems guru" by assessing current Standard Operating Procedures (SOPs), refining and expanding them as needed. Ensure all procedures are up-to-date and effectively maintained so the operational side of the business runs smoothly.
File Management: Convert and maintain a large volume of paper files into a digital filing system. Implement a structured approach with a "paralegal-type" mindset, ensuring accuracy, reliability, and easy access.
Calendar Ownership: Schedule meetings, calls, media appearances, etc., managing all the moving parts of a complex calendar. Confirm logistical details and work closely with the Executive Aide and Sales Administrative Assistant to ensure alignment with the broader calendar strategy.
Travel Arrangements: Coordinate all travel logistics, including booking flights, hotels, and ground transportation, ensuring clear and well-organized travel plan, easily accessible to the CEO.
Expense Management: Scan and organize receipts, compile detailed expense reports, and input data into the expense management system with timeliness and precision.
Phone and Mail Management: Manage incoming calls, directing them to the appropriate contacts or taking detailed messages. Sort and distribute incoming mail promptly.
Email Management: Organize and maintain the CEO's inbox, removing junk mail, flagging important messages, managing folders, forwarding emails, and keeping the inbox clean.
Office Upkeep & Supply Management: Maintain a clean and organized office environment by performing light cleaning, eliminating trash, restocking food and office items, and ordering supplies.
Visitor Reception & Support: Welcome visitors, manage guest sign-ins, and provide a positive experience for anyone visiting the office.
Meeting Coordination: Assist with planning and organizing of on-site or virtual meetings by setting up conference rooms, arranging refreshments, managing RSVPs, and ensuring technology functions smoothly.
Internal Communications Support: Help draft internal communications or memos, keeping staff informed about updates, meetings, and procedural changes.
Special Projects & Task Management: Take on specific tasks and special projects assigned by the CEO or Executive Aide, ensuring they are completed thoroughly.
Anticipates Needs: You proactively recognize and address the CEO's needs ahead of time, taking the initiative to complete tasks that support smooth daily operations and minimize disruptions.
Resourceful, Decisive & Problem-Solver: You excel at organizing and prioritizing tasks, taking prompt action to find solutions independently and supporting the CEO with minimal guidance.
Confident, Resilient & Persistent: You manage multiple tasks with steady focus, handle feedback and challenges confidently, and diligently follow up so, even under pressure.
Discreet & Trustworthy: You maintain confidentiality and exercise sound judgment with all sensitive information and interactions.
Clear Communicator: You communicate directly and effectively, whether handling calls, emails, or in-person interactions.
Adaptable & Positive: Flexible, patient, and adaptable while maintaining a proactive attitude.
Interpersonal Savvy: You bring a bubbly, positive attitude to interactions, building and maintaining strong professional relationships. Skilled at engaging with diverse personality types, you adapt your approach to connect effectively with all stakeholders.
Independent Worker: You thrive independently in a structured, high-expectation environment, providing reliable support without needing constant oversight.
Legal Counsel: Review, draft, and negotiate contracts, MOUs, NDAs, and other legal documents. Advise on corporate governance, regulatory compliance, employment law, and risk management. Interpret federal, California, and D.C. laws and provide legal opinions to leadership as needed. Coordinate with outside counsel and serve as a legal point of contact for the organization. Monitor changes in relevant legislation and communicate implications to stakeholders
All other duties as assigned.
Qualifications & Work Experience: To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily (with or without an accommodation). The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Juris Doctor (JD) degree from an accredited law school.
- Active Bar membership in California. (in good standing)
- 3 - 5 years of combined experience in legal practice and executive level administrative support.
- Familiarity with federal and state compliance issues affecting non-profit.
- Ability to handle sensitive information with discretion.
- Excellent verbal and written communication skills.
- Strong working ability of Microsoft Office products (Excel, Word, PowerPoint, etc.)
- Very people oriented, supports a positive working environment.
- Ability to work independently and as part of a team.
Mission and ValuesContribute to achievement of the Mission and Vision of our organization by:
- Fostering Positive Relationships- Communication, teamwork and trust are the three hallmarks of good relationships with co-workers and students.
- Exceeds Expectations- Sees every task or situation as an opportunity to go above and beyond.
- Accountable- Taking personal responsibility for their work, owns mistakes and does not blame others or make excuses.
- Mission Driven- Work and decision-making are focused on what is best for the organization, not ego-driven.
- Tenacious- Employee demonstrates determination, persistence, and grit. Doesn't give up!
Position Accountability and Metrics:SMART Metrics (Specific, Measurable, Achievable, Relevant, and Timely) - Successful completion of 30/60/90-day plan.
- Successful execution of annual benefits administration.
- Successful execution of annual performance reviews.
- Successful execution of All Staff events.
- KPI (Key Performance Indicator) Communication:
- Responses provided no later than 4 hours of receipt if routine.
- Responses provided between 5 minutes to 1 hour for items marked urgent or high priority.
- Task Management and Deadlines:
- 98% on time completed tasks by due date.
Important Notes Position Details: This is a full-time salaried (exempt) position (40+ hours/week).
Pay: This pay does not include any opportunity for incentive compensation and is only reflective of the base pay for this position.
The range of pay for this California-based position is $100,000.00-$110,000.00 annually.
The actual compensation offer will carefully consider a wide range of factors including your skills, qualifications, experience, and location. If your experience looks a little different from what we've listed and you think can bring value to Workshops for Warriors, we would love to learn more about you and encourage you to apply.
Benefits and Perks: Workshops for Warriors makes available comprehensive benefits the first of the month following the date of hire. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match, 8 paid holidays, Flexible work hours (position dependent), and paid time off. While the Company intends to maintain these employee benefits, it reserves the absolute right to modify, amend or terminate these benefits at any time and for any reason.
Dress code: Our office staff works in a business casual or relaxed business casual environment.
Because the dress code does vary by position and department, please consult with your hiring manager to confirm your applicable dress code at the time of hire.
Supervisory: No supervisory responsibilities.
Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear.
The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is regularly required to push, move, lift or otherwise bear 10-30lbs. Applications may include but are not limited to repetitive work using a computer keyboard, mouse and headphones while sitting and/or standing at an assigned work desk area.
Work Environment: The employee works in an office/administration building in an urban industrial neighborhood. Other areas within the school are mixed use such as classrooms, welding and machining areas.
Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.
E-Verify Compliance Statement:Workshops for Warriors, Inc. participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.
Policy for Discrimination, Harassment and Retaliation Prevention:Workshops for Warriors is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.
Workshops for Warriors is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, we have adopted and maintain this anti-discrimination policy designed to encourage professional and respectful behavior and prevent discriminatory and harassing conduct in our workplace.
Workshops for Warriors employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct.
EEO Statement: Workshops for Warriors is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.
All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.
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