Executive Assistant

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SUMMARY

Perform administrative duties to support CEO, Board of Trustees, and other Senior Staff at the Center. Responsible for assisting in preparing reports and financial data, screening calls, making travel and meeting arrangements, and customer relations. Develop and distribute communications to keep staff informed about Center initiatives. The position requires strong computer and research skills, strong knowledge of Microsoft Office Suite software. Position calls for flexibility, excellent interpersonal skills, excellent verbal and written communication skills, and the ability to work well with all levels of internal management and staff, board members, as well as outside clients and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:INCLUDE THE FOLLOWING. OTHER DUTIES MAY BE ASSIGNED.

Administrative Support

• Provides administrative supports to CEO and other Senior Staff
• Ensure and prepare timely transition of daily schedule for CEO. Manage schedules and scheduling conflicts. Schedules appointments for executive staff when appropriate.
• Maintains strict confidentiality at all times related to all information and documents handled/seen in performing position responsibilities.
• When CEO/Executives chair meetings, conferences and/or events:
  • Assists with the preparation of the agenda in advance
  • Arranges meeting facilities
  • Acts as recording secretary; prepare action minutes
• Prepares executive expense reports for accounts payable.
• Arranges travel schedule and reservations.
• Files correspondence and other records.
• Prepares reports, drafts and finals whenever indicated by requested date.
• Monitors and manages ordering of supplies for executive area.
• Reviews and edits written communication/presentations generated by CEO and other Senior Staff

Board Support

• Arranges for meeting rooms, equipment and prepares all meeting materials for meetings of the Board of Trustees and Committees of the Board.
• Requests reports and department updates from SDCC programs and staff to prepare meeting presentations for the Board of Trustees and Committees of the Board.
• Attends Board and Committee meetings and prepares draft of minutes for CEO review.
• Provides administrative support to Board Officers and Committee Members.
• Files and maintains all Board and Committee related correspondence and documentation.

Project Coordination and Staff Communication:

• Provides administrative support to CEO and leadership team in the planning and execution of projects and new initiatives.
• Special assignments as necessary in assisting interdepartmental clerical overflow.
• Update and track delegated tasks to ensure progress to deadlines.
• Keep projects on schedule.
• Compose and type routine correspondence/reports for Executives.
• Develops drafts of communications to be distributed to staff to keep them informed on the strategic goals and/or new initiatives

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

DIVERSITY STATEMENT

The San Diego Center for Children is committed to:

• Actively recruiting, retaining, and supporting diverse staff at all levels of the organization
• Ensuring that diverse perspectives are included in the development and implementation of policies, practices and services and that individuals feel empowered to advance our mission within an atmosphere of trust, safety, and respect
• Encourage and provide access to professional development in order to deliver equitable and culturally informed services to the population we serve.

MINIMUM REQUIREMENTS:

• Bachelors degree.
• Experience and/or training in administrative support.
• Excellent organizational and analytical skills with high attention to details.
• Excellent verbal and written communication skills.
• Ability to manage multiple projects efficiently and effectively in a high-volume environment.
• Excellent computer skills required.

PREFERRED REQUIREMENTS:

• Experience working in nonprofits and/or behavioral health setting.