External Affairs - Administrative Specialist

Crystal Stairs, Inc.

Improving the Lives of Families through

Child Care Services, Research, and Advocacy

Our Core Values

Excellence * Relationships * Integrity * Empowerment

External Affairs - Administrative specialist

What We're Looking For:

Under general supervision, the Administrative Specialist oversees and performs all administrative functions for the External Affairs Director. Composes correspondence, announcements, and memoranda, and creates and maintains confidential corporate and general files, and time keeping records.

The ideal candidate will have the following responsibilities:

• Assist in the management of the Director's office, including answering phone calls, file maintenance and organization, preparing documents, composing routine correspondence and announcements, receiving visitors, faxing/receiving messages and correspondence, and expediting mail handling.
• Maintain the daily work schedule, and acquire documents and information as needed by the Director.
• Update and manage the Director's appointment calendar and Departmental task list.
• Maintain filing system and further develop to make more efficient.
• Coordinate and assist with the completion of special projects, including research, documentation, presentation design, and spreadsheet development
• Assist with meeting preparation and implementation, including drafting, copying and distributing meeting agendas, presentation materials, correspondence and minutes.
• Assist with making course, event and travel arrangements.
• Maintain communication with external organizations, the Executive office and all internal departments and divisions.
• Coordinate efforts in support of the complaint resolution process, including assessment, research, internal communications, documentation and general customer service.
• Assist with report preparation.
• Full support of External Affairs Department, other duties and tasks, assigned as needed

EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES YOU SHOULD POSSESS:

• At least 2 years of experience in a communications role (Bachelor Degree preferred)
• Minimum of 4 years experience providing administrative support to executive management staff or office management experience. Non profit experience a plus.
• Excellent written, oral and interpersonal communication skills with a strong customer service orientation
• Experience with Microsoft Office Suite; Outlook, Word, Excel and PowerPoint is a MUST
• Strong meeting and travel coordination expertise
• Ability to work well under pressure and tight deadlines
• Must be a self-starter and able to work autonomously as well as a team player
• Must have patience and able to adjust to last minute requests

Total Package of Benefits

• Medical/ Dental/ Vision - 95% Paid by employer
• 401k Matching Options
• Flex Spending
• Pre-paid Legal Services
• Sick and Vacation Time
• Paid Holidays and Winter Break
• Opportunity for Growth and Development
• Robust Learning Management System offering the following continuing education units: PDC, HRCI, CEU, CPE, PDU, SHRM

Crystal Stairs, Inc. is committed to building and sustaining a fully vaccinated, diverse workforce and culture. As part of this commitment, Crystal Stairs, Inc. provides equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, and compensation, to all qualified applicants and employees without regard to race, color, medical condition as defined by state law, ancestry, religion, sex, national origin, age, marital status, sexual orientation, gender, ethnic group identification, mental or physical disability, pregnancy, childbirth and related medical conditions, or any other legally protected status.

Qualified applicants with arrest or conviction records will be considered for Employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Additional Requirements: Must be fully vaccinated and remain fully vaccinated against COVID-19. Per the CDC, fully vaccinated means at least 2 weeks after (1) a second dose in a 2-dose series, or (2) a single-dose vaccine, and this status and definition applies to COVID-19 vaccines currently authorized for emergency use or approved by the U.S. Food and Drug Administration.

For more information about Crystal Stairs, please visit our website at: