Executive Assistant

POSITION OVERVIEW:

The CPO Executive Assistant will work closely with our Chief Program Officer (CPO) who oversees a variety of all La Familia Community Based Service Departments. The CPO Executive Assistant supports the CPO directly through providing executive support and administrative support, which includes the following types of functions: Scheduling & Coordination, Email Correspondence, Contract Management, Special Project Management, Training Development, Coordination and Logistics, Reporting, Systems Development and Tracking. The CPO Executive Assistant anticipates challenges and creates plans accordingly to enable programmatic success. This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.

Essential Job Functions and Responsibilities:

Administrative Duties:

• Clerical duties, including filing, copying, scanning, faxing, sorting and organizing
• Prepare, update and maintain written documents:
• Agendas & Minutes;

o Spreadsheets (via Excel and Google Sheets);

o Brochures & Flyers (via Publisher and Canva);

• Track and manage expenses, including reimbursements for CPO
• Creation and maintenance of filing systems (paper and electronic);
• Establish and maintain information and communication tracking systems;
• Routine and periodic email screening; draft and edit professional correspondence, including emails, letters, and reports, on behalf of the CPO
• Act as a liaison between the executive and other staff members
• Collaborate with other team members to facilitate communication
• Coordinate and manage special projects as assigned; such as agency staff events and support for other administrative personnel, as needed;
• May also include supportive Executive Administrative duties in support of the Chief Executive Officer and Chief Strategy Officer when needed to provide coverage
• Handle sensitive and confidential information with discretion.
• Other related duties as required or assigned

Calendar Management:

• Coordination and management of CPO calendar including communication with internal and external stakeholders and proactive rescheduling and communications as needed;
• Schedule appointments, meetings, and events
• Arrange and prepare materials for meetings
• Attend meetings, take notes, and provide summaries
• Coordinate and set up reminders for scheduled breaks to ensure that CPO has time in between meetings and tasks
• Minimize unnecessary interruptions and ensure that urgent matters are communicated through designated channels

Task Management:

• Anticipate and address challenges as they arise
• Prioritize and manage tasks to ensure deadlines are met
• Create to-do lists and reminders for upcoming deadlines
• Conduct follow-ups on delegated tasks to ensure they are on track

Other

• Attend trainings and participate in events relevant to key responsibilities
• Track and regularly report on key metrics for responsible function areas
• Leads and collaborate on special projects related to agency objectives as appropriate
• CPO errands on as needed basis
• Travel to multiple locations
• Assist with ordering supplies for the CPO

QUALIFICATIONS & EXPERIENCE:

● High School diploma with 1 – 4 years or equivalent experience in a similar role.

● Familiarity with local community preferred

● Comfort in learning new technologies and platforms (e.g., Canva, Slack)

● Internet search and research proficiency

● Attention to detail and proof reading skills, excellent English grammar and spelling

● Able to plan ahead and strategize to meet position needs

● Non-Profit and Community Based Organization experience highly desirable.

● Demonstrates and models excellent “customer service” orientation, especially in the ability to interact with people at all levels within and outside the agency.

● Thinks independently and can make informed decisions when needed.

● Exercises extreme discretion with the ability to hold, balance and transmit public and confidential information needed by various parties.

● Proficient using MS Office products, particularly Word, Excel, Outlook and PowerPoint.

● Acquires or maintains proficiency in using Google Drive products, including Docs, Sheets, and Forms.

● Valid CA Driver’s license

o Auto insurance: Personal vehicle may be used for business related purposes; it is recommended you inform your auto insurance carrier.

● Current state-mandated guidelines requires employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law. Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances.

BENEFITS:

● 15 paid holidays

● Employee Assistance Plan to support yours and your family’s wellbeing and finances

● Work-life wellbeing & excellent work hours

● Supportive/Collaborative work environment

● Opportunities for Growth and Professional Development

○ License and Certification renewals reimbursed

Job Type: Part-time

Pay: $21.00 - $25.00 per hour

Expected hours: 20 per week

Benefits:

• Employee assistance program
• Flexible schedule
• Referral program

Schedule:

• Day shift
• Monday to Friday
• No nights
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Personal assistant: 1 year (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Hayward, CA 94545 (Required)

Ability to Relocate:

• Hayward, CA 94545: Relocate before starting work (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person