Executive Assistant

SUMMARY

The Executive Assistant is a high-level administrative position that works closely with and supports the Office of the Chief Financial Officer (CFO) and the CII board committee assigned to the Office of the CFO. This position coordinates and manages schedules and special projects, prepares and organizes business management materials and plans, prepares board materials and supports board meetings as applicable.

Supports communication and execution of the agency’s strategic priorities. Organizes the connection of organizations, projects, and critical business information for the CFO. Serves as a liaison to various groups, including members of the executive and senior leadership/management teams, leaders that report to the CFO, the Board of Trustees, and external stakeholders.

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees must spend over 50% of their time on these duties.

1. Completes a variety of executive-level administrative tasks for the CFO including but not limited to handling highly sensitive and confidential financial, legal, personnel and institutional information, managing an active calendar of appointments; completing expense reports and invoices; drafting confidential correspondence; arranging complex and detailed travel, itineraries, and agendas; taking clear and concise minutes; compiling documents for meetings and facilitating follow-ups.
2. Creates and edits presentations, documents and reports for finance & program operations leadership as required.
3. Assists with duties in connection with the Board of Trustees and its committees, including arrangement and set-up of meetings; facilitation of meeting coordination (online or in person); records meeting minutes; and manages and disseminates relevant information to board members and staff via board portal management software.
4. Responsible for internal communications from the finance department including, but not limited to, establishing and maintaining templates, sending internal communications, preparing slide decks for agency-wide meetings, managing the finance department calendar and management of online (intranet) content related to Finance information distributed internally internal organization site. 
5. Prepares materials for team meetings including agendas, presentations, as well as analysis and synthesis of relevant data and required follow-up.
6. Plans for divisional events such as offsites and department or cross-functional workshops; responsible for collecting, organizing and synthesizing outputs from those discussions and facilitating follow-ups, as needed.
7. Manages finance leadership’s team master calendar, plans, and action items and support the management of the department’s task and meeting agenda management tools.
8. Builds relationships with key agency contacts, both internal and external.
9. Processes department specific vendor payments and incoming check deposits to the agency; manages department supplies, coordinates mail and other related activities.
10. Develops and maintains a working knowledge of departmental operating procedures, responds to related questions and supports the effective functioning of the department.  Participates in streamlining and documenting procedures as appropriate.

ADDITIONAL DUTIES

• Other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES

• N/A

QUALIFICATIONS

EDUCATION & EXPERIENCE

• 5+ years of administrative experience, with at least 3 years Executive Assistant experience required or equivalent combination of education and experience. Associate’s degree preferred.
• Experience facilitating executive level meetings.

OTHER QUALIFICATIONS

• Practical organizational skills that reflect ability to perform and prioritize multiple tasks excellent attention to detail.
• Ability to identify and anticipate business needs.
• Effective interpersonal skills and the ability to build relationships with various stakeholders.
• Demonstrated approaches to problem solving with strong decision-making capability.
• Ability to handle confidential information with discretion, adaptable to various competing demands, and demonstrate the effective customer service and response.
• Familiarity working with organizational budgets.
• This is a hybrid role which requires travel to CII sites about 40%-50% of the time (between 2-3 times per week)
• Maintains patient privacy, including protecting the confidentiality, safeguarding the integrity and availability, and limiting the use and disclosure of patient Protected Health Information (PHI) to authorized individuals and entities.
• Participates in, conducts, and sustains performance quality improvement activities according to designated role and responsibilities.
• Sensitivity to service population’s cultural and socioeconomic characteristics.
• Excellent verbal and written communication skills, including the ability to draft correspondences with and other communications quickly with minimum direction.
• Free from alcohol and drug abuse.
• Understands CII’s basic philosophy and participates fully in carrying out its mission.

CONTINGENCIES:

• Must be fully vaccinated against COVID to comply with the California Department of Public Health (CPHD) order issued on August 5, 2021 
• Flu vaccine or declination
• measles, and rubella immunizations
• Education verification
• Reference check
• Background fingerprint clearance from the California Department of Social Services
• Drug and alcohol screening
• Tuberculosis screening

BENEFITS:

• Generous paid PTO, plus nine paid holidays and CII is closed between Christmas and New Year's
• Free basic HMO Medical, Dental, and Vision
• Eligible employees receive a 5% retirement contribution
• Up to $4,500 in tuition reimbursement annually
• Eligible for the Public Service Loan Forgiveness program
• Flexible Spending Account (FSA)
• Life and AD&D Insurance
• Voluntary Supplemental Insurance
• Opportunity for growth & advancement
• Professional development & continued training
• Team building & bonding through company sponsored events & activities

COMPENSATION:

• Salary hire rate: $66,910
• In accordance with CA law, the expected pay range for this CA position is posted with this position.  The actual compensation will be determined based on experience and other factors permitted by law.