Executive Assistant To The Ed

Come work for a company that makes a difference within the communities of the State of California. This company works on cutting-edge prevention programming, providing counties with an independent administrative and fiscal intergovernmental structure. Our client helps fund, develop, and implement California's mental health services and educational programs. 

As a mental health organization, this company actively seeks to support qualified disabled candidates in obtaining employment with their company and is an Equal Opportunity Employer.  Please complete the self-identification section of the application.

This company offers a VERY Generous Benefits Package, including:

• 10% company-sponsored retirement account (401a) 100% vested – additional compensation/retirement.
• Medical, Dental, Vision, LTD, Life Insurance, Wellness Program, FSA
• Generous PTO plan

Job Title: Executive Assistant to the Executive Director (ED)

Salary: $75k - $95k

Department: Administration

Reports To: Executive Director

FLSA Status: Non-Exempt

Location: California

Work Model: Remote/Virtual

Schedule: Monday-Friday, 8am-5pm (Could vary depending on business needs)
JOB SUMMARY: The Executive Assistant reports to the Executive Director. The Executive Assistant is responsible for fostering communication and diligence through proper administration and utilization of important records such as meeting agendas, minutes and the organization’s bylaws. This position is distinguished from other Executive Assistant positions due to the assignment of duties that will include access to confidential information.

DUTIES AND RESPONSIBILITIES include but are not limited to:

• Responsible for managing the schedules and communications of the Executive Director.
• Act as the point of contact among executives, employees, clients, and other external partners.
• Communicates directly, and on behalf of the Executive Director, with Board members and others on matters related to Executive Director directives/ matters of significance.
• Maintain a high level of integrity and discretion in handling confidential information.
• Demonstrate ability to work under pressure, maintain tact in communication, and conduct daily activities with the utmost professionalism and efficiency.
• Manages meeting arrangements - develops meeting agendas/packets, planning, scheduling, etc.
• In partnership with the Executive Director, develops presentations to be reviewed by the Board.
• Serves as custodian of accurate and complete records - develops, proofreads, and formats reports and other documents - as requested.
• Manage the expense reimbursement request process.
• Reconcile expenses with credit card statements.
• Write and maintain precise form letters.
• Organize communication, information collection, and contact information related to large-scale projects.
• Various administrative tasks.
• Other Duties as assigned.

Required Education/Experience:

Requires a BS/BA (In English, preferred) and five (5) years of qualifying Executive Assistant experience or an acceptable equivalent combination of education and experience.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements below represent the required knowledge, skill, and/or ability.

• Experience in nonprofit administration – meeting notes, agendas, etc.
• Experience as an EA for leadership in upper management.
• Maintain confidentiality.
• Experience with document editing and proofreading.
• Detailed-oriented and organized.
• Confidentiality and integrity focused.
• Ability to analyze processes and data.
• Excellent problem-solving and presentation skills.
• Has a strong desire to succeed in adversity and demonstrates the willingness to push through challenges associated with changes and new business development.
• Legally able to work in the USA without sponsorship.
• Has a reliable vehicle – will be required to use the vehicle for the post office and other office-related trips.
• Must be willing to travel when necessary.

COMPUTER SKILLS: Demonstrate the ability to effectively use a computer and applicable computer software. Intermediate knowledge of Excel & Word, Adobe, PowerPoint, and Outlook. Experience with DocuSign and any other project management product software required.

LANGUAGE SKILLS: Demonstrate the ability to read, comprehend, and respond appropriately through written or verbal form; demonstrate tactfulness when communicating, including internal communication with staff members of all levels; ability to communicate with a variety of audiences effectively. Ability to add, subtract, multiply, and divide in all measure units using whole numbers, common fractions, and decimals.

REASONING: Demonstrate the ability to effectively apply common sense and follow through to daily tasks; demonstrate the ability to work with little or no supervision; demonstrate excellent analytical skills; demonstrate the ability to efficiently conduct research and ask appropriate probing questions to complete necessary tasks.

PHYSICAL DEMANDS - The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing the duties of this job, the employee is frequently required to sit and stand; use a phone and headset; use hands, arms, and fingers to type; answer phones; write; use a calculator; demonstrate strength to lift and carry materials weighing up to 10 pounds; demonstrate the clear vision to read printed materials and a computer screen; hearing and speech to communicate in person and over the telephone; and drive a motor vehicle on public roads and highways.

SENSORY DEMANDS - The incumbent must spend long hours in intense concentration. The incumbent must also spend long hours on the computer entering information, which requires attention to detail and high levels of accuracy.

MENTAL DEMANDS - There are a number of deadlines associated with this position, which may cause significant pressure. The incumbent must also deal with various people on various issues.

REGULAR WORK SCHEDULE - Varies depending on business needs; however, the company's normal business hours are 8:00 am to 5:00 pm, Monday-Friday.

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