Position Title: Sr. Executive Assistant

Department: Administration

Reports to: President/CEO & Vice President/COO

FLSA Status: Exempt

Position Summary:

The Sr. Executive Assistant to the President/CEO and Vice President/COO is responsible for providing comprehensive support to the CEO and COO, Board of Directors, and Executive Team and managing the organization’s office operations.  This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. 

Primary Duties:

• Provide sophisticated calendar management to CEO and COO.  Prioritize inquires and requests while troubleshooting conflicts; making judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors.  Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.  Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO and COO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside events; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO and COO, including those of a highly confidential or critical nature.  Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO and COO’s style and organizational policy. 
• Work closely with the CEO and COO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.  Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO and COO updated.  Anticipate needs in advance of meetings, conferences, etc. 
• Maintain open communication, including meeting with Executive team to coordinate, provide information and documents as needed.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide a bridge for smooth communication between the CEO, COO and staff, demonstrating leadership to maintain credibility, trust, and support. Complete projects by assigning work to appropriate staff.
• Work with the Executive Team to coordinate the CEO and COO’s outreach activities.  Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of organization’s office services.  Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization continues to grow.  Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operations.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications to CEO and COO.  Coordinate with IT to meet this demand.
• Manage agency phone and stamp system.
• Replenish office supplies.
• Answer calls and respond to inquires
• Manage petty cash reimbursements and reconciliations. 
• Manage CEO and COO’s company credit card transactions.   Work with accounting to ensure compliance. 
• Other projects/duties as assigned for the overall benefit of the organization.

Qualifications/Experience:

• Associate’s Degree required, Bachelor’s preferred
• 5 year experience working with Executive Team, including C-level executives
• Nonprofit board experience is highly preferred.
• Expert with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. 
• Technical proficiency and problem-solving skills a must.
• Excellent verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information. 
• Excellent judgement is essential.
• Ability to switch gears at a moment’s notice.
• Notary Public License preferred

Special Requirements:

• Must have a current and valid California Driver’s License, reliable transportation and adequate automobile insurance coverage
• Must pass employment background check
• Must pass a pre-employment physical examination that includes drug and alcohol testing

Benefits:

• Compensation: $65,000
• Health, dental, vision, life
• Vacation, sick, floating holiday and holidays
• 401K after completing one year of employment

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 and talk or hear. The employee is frequently required to reach with hands and arms, stoop, and kneel. 

The employee is occasionally required to stand, walk, and lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

How to apply:

To apply, please submit our resume, complete an application and cover letter.  Your cover letter should express your specific interest in and qualifications for this role. 

Apply at http://pacela.hrmdirect.com/employment/job-opening.php?req=1688551&&#job.  

Applications will be accepted and reviewed until the position is filled.