Executive Assistant

1. Assist the CEO with administrative tasks, including but not limited to maintaining the CEO’s appointment schedule by planning and scheduling and preparing meetings, conferences, teleconferences, and travel, contact lists, expense documents, time records, presentation materials, corporate records, and other Agency activities assigned, and general clerical needs.
2. Coordinate and confirm travel arrangements for CEO, Executive Staff and Agency Board members as assigned. This may include flight, hotel, car rental accommodations and other itinerary specifics.
3. Provide full cycle meeting support for the Board of Directors and board subcommittee meetings which includes recording and transcribing accurate minutes of each meeting, preparing meeting materials such as agenda and other supporting documents, preparing meeting packets, coordinating meeting logistic such as arranging for lunch, meeting locations, etc.
4. Assists with various Agency fund raising projects and events which may include event researching, compiling, arranging, and computing data, effective communication of event or project status and ensuring proper and timely completion.
5. Work occasionally on weekends, and travel to meetings within the state.
6. Create and maintain filing system for administrative correspondence, confidential personnel files, logs, and records.
7. Manage office supply inventories, maintain office subscription and accounts, coordinate technical needs for the Agency (Microsoft Teams, conference line accounts, etc.), work with property management on announcements/needs, and various other office support responsibilities.
8. Screen phone calls, requests, and other interdepartmental inquiries on behalf of the CEO. Possess a strong knowledge of departmental programs, Agency activities and policies when fielding calls on behalf of the Agency.
9. Prepare contract briefs and revisions to summarize contractual requirements and budgets.
10. Format and produce complex documents from draft, notes, or voice transcription.
11. Review, analyze, log, and prioritize all incoming memos, submissions, and distributions on behalf of the CEO, Executive staff, and Agency Board members.
12. May be asked to independently compose correspondence, letters, reports, and technical materials not directly related to the CEO, Executive staff, or Agency Board members.
13. May be asked to create and maintain reports and databases as assigned.
14. Provide administrative support for key members of leadership team as needed.
15. Operate with an elevated level of confidentiality, honesty, integrity, and ethics.
16. Perform general administrative support as assigned.
17. Supervise clerical staff.
18. Provide vacation and temporary relief as required.
19. Other duties as necessary or assigned.

KNOWLEDGE, SKILLS, and ABILITIES

1. Outstanding written and verbal communication skills, with an ability to develop effective working relationships.
2. Excellent organizational skills with ability to meet deadlines and independently manage multiple tasks and timely follow-through, with flexibility to adapt quickly to changing priorities and needs.
3. Must be self-motivated, take initiative, able to perform work accurately and thoroughly and to work effectively with minimal supervision, exercising independent judgement and decision making.
4. Ability to maintain confidentiality and exercise excellent judgement.
5. Ability to communicate with, and work effectively with the CAPSBC Community Board, the public and other federal, state local agency representatives, and customers.
6. Ability to research, collect, analyze, and evaluate statistical and financial data.
7. Ability to plan, coordinate, and initiate actions necessary to implement recommendations or decisions.
8. Able to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
9. Able to read, analyze, and interpret general business publications, professional journals, technical procedures, and/or governmental regulations; draft reports, business correspondence, and procedures manuals; analyze and interpret contract language.
10. Knowledge of office procedures and practices, including filing systems, business correspondence, reception and report writing.
11. Able to effectively present information and respond to questions from Board of Directors, managers, staff, customers, and the public.
12. Able to represent the Agency with excellence and professionalism in all facets of the work.
13. Able to understand, model and articulate CAPSBC’s commitment to diversity, and have knowledge of Non-Profit, State, Government or Social Services contract administration.
14. Outstanding computer skills including advanced competency with Word, Excel, Outlook, PowerPoint required, knowledge of Adobe Creative Suite OR Full Adobe Suite, HTML, and WordPress, Photoshop, and/or Canva.
15. Must be able to operate Agency/personal vehicle for official business purposes in a safe manner.
16. Committed to ending poverty in San Bernardino County.

MINIMUM EDUCATION AND EXPERIENCE