Administrative Assistant

The Administrative Assistant provides support to the Chief Operating Officer and administrative departments and collaborates with other members within the organization to provide information and supporting documents in support of the goals of the organization and that meets the needs of the executive team. Provides general administrative, reception and clerical support, and assists with planning and supporting internal and external meetings. Additionally, the Assistant acts as a back-up in the absence of the Chief Executive Officer’s Executive Assistant or the Clinical Executive Assistant.

POSITION REQUIREMENTS

• Minimum four years related work experience; Bachelor’s Degree (B.A.) preferred.
• Experience supporting Executive Level staff, preferably in a non-profit environment.
• Schedule flexibility as some work will need to be completed after hours (ex. board meetings) or on weekends (ex. event support).
• Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational skills, including the ability to manage multiple projects and materials simultaneously, with pressing deadlines, and maintaining and accessing office files and documents.
• High proficiency with Microsoft Office applications, Google Apps, and Adobe Acrobat (documents, spreadsheets, and presentations)
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Demonstrated flexibility, enthusiasm, initiative, and follow through.
• Ability to work with all levels of the Agency in a positive manner and maintain a professional demeanor in challenging situations.
• Valid CA Driver’s License and maintains insurability on the Agency’s auto liability policy (including a minimum of 2 years driving experience after receiving license) and maintains the California state required auto insurance liability limits.

• Supports and promotes the mission of the Agency: Foothill Family empowers children and families to achieve success in relationships, school, and work through community-based services that advance growth and development.
• Completes a broad variety of administrative and clerical tasks including assistance with data collection and reporting, answering phones, greeting/welcoming visitors, preparing reports, filing and copying, and managing schedules.
• Maintains Agency-wide calendar to ensure a centralized calendar of events, training, program visits, audits, etc.
• Prepares presentation materials utilizing PowerPoint and/or other programs for a variety of internal and external meetings.
• Maintains policy manuals and drafts various department policies, including cross-checking policies to ensure cohesiveness and consistency among departments.
• Provides support for various meetings including scheduling, meeting notifications, monitoring attendance, preparing meeting materials and completing minutes.
• Fields and screens calls and requests and responds to routine requests whenever possible.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Works closely and effectively with the department heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the department heads, including those of a sensitive or confidential nature and determines appropriate course of action, referral, or response.
• Manages a variety of projects and administrative tasks for the CFO/COO.
• Work with the Facilities Manager to support facilities needs for the Home Office.
• Works closely with the Development team assisting with external events and promotions, including the Annual Gala and other donor events.
• Displays sensitivity to the service population’s cultural and socioeconomics characteristics.
• Performs work in a safe manner at all times and ensures employees are abiding by safety practices; takes action when employees put themselves or others at risk.
• Follows all policies, procedures and legal mandates including HIPAA, client confidentiality, releases of information, protected health information (PHI) and client files.
• Reports to work on time and maintains reliable and regular attendance.
• Performs other duties as assigned.