Team Administrator, Government Affairs

Team Administrator

The California Endowment is seeking a Team Administrator to join the Government Affairs department. This hybrid role will report in-person a minimum of 2 days in our Los Angeles Office.

The Team Administrator plays a key role in fostering efficiency, organization, and collaboration by streamlining processes, maintaining accurate records, and ensuring effective communication across the team. By bringing structure and cohesion, the Team Administrator helps unify the team and enables staff to focus on advancing the team's strategy and goals.

Key Responsibilities:

• Team Project/Event Management: Coordinate assigned project activities by tracking deadlines, organizing materials, scheduling meetings, following-up on action items, and ensuring accurate documentation to support project goals.
• Coordinate logistics for team meetings, gatherings and other convenings; assemble materials (e.g. invitations, agendas, PowerPoint presentations, etc.), attendee communication, take meeting minutes and notes for distribution, and provide on-site support during events.
• Assists and supports special projects and strategic initiatives as assigned, ensuring deadlines and deliverables are met.

• Operations & Processing: Review for accuracy, prepare and/or process department invoices, requisitions, expense reports, contracts, in a timely fashion in accordance with TCE finance policies and procedures.
• Maintains supplies and inventory to ensure maximum productivity, including supplies necessary to conduct meetings and retreats (e.g. technology, flip charts, Post-its, sharpies, etc.).
• Support budget management by tracking expenses and maintaining accurate financial records, support forecasting, and ensure accurate reporting to inform strategic decision-making and resources allocation.
• Manages team calendars, scheduling of events, understanding team's priorities.
• Coordinates and books travel as needed, understanding scheduling requirements to book with maximum efficiency. Preparation of itineraries.

• Information Management: Creates rubric and maintains digital filing system () for assigned team.
• Conducts research, compiles data, and prepares reports as requested.
• Accurately enters and updates data and maintains the integrity of relevant databases
• Evaluates department administrative support system and process to improve flow and efficiency, including evaluation of new technology tools.
• Handles complex confidential responsibilities such as reviewing incoming documents, conducting research, and preparing large-scale reports.

• Communications & Correspondence: Serves as primary point of contact and gatekeeper for internal and external stakeholders including screening and directing phone calls/emails.
• Prepares draft and final correspondence. Reviews correspondence received and determines appropriate action; routes materials to appropriate individual both in/outside dept.
• Edits materials written upon request.
• May serve as liaison to all other TCE offices and provides admin support to various inter departmental groups and meetings as requested.
• In the absence of leadership, exercises initiative and judgment in responding to concerns (both internal and external) or, if unable to assist, promptly refers to the appropriate party or department and follows up to ensure problem resolution.

Desired Knowledge, Skills & Abilities:

• Strong relationship-building skills with a talent for cultivating trust, connection and a cohesive team dynamic.
• Excellent verbal and written communication skills, including proofreading and editing, and the ability to communicate in a concise and collegial way
• Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy, excellent judgment, integrity and character, maintains a polished, customer service demeanor
• Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time, conduct research, identify resources for projects and track details in a fast-paced, dynamic environment
• High level of proficiency in using and troubleshooting online and technology tools, such as video conference software (Zoom), digital file management (), SAP…