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Executive Assistant to CEO

Position: 
Executive Assistant to CEO
Application Deadline: 
Sunday, September 25, 2022
Job Description: 

Under the general supervision of the Chief Executive Officer (CEO), the Executive Assistant provides administrative and organizational support to the CEO, Executive Leadership Team, general office operations and governing Commission. The Executive Assistant will also serve as the administrative assistant for Commission related duties. This position has primary responsibilities for gathering, summarizing, and assembling pertinent information and materials for Committees and Commissions meetings, maintain internal and external contacts at all organizational levels and uphold highly sensitive and confidential information. This position is not part of a bargaining unit.

Key Responsibilities

  • Manage multiple calendars, schedule internal and external meetings, provide meeting logistics and support as necessary for both virtual and in-person meetings.
  • Provide varied administrative and analytical assistance to the CEO and Executive Leadership Team (Chief Program Officer, Chief Human Resources Officer, Chief Operating Officer and Chief Community Impact Officer) and Deputy Chiefs as needed.
  • Schedule leadership meetings with key FIRST 5 partners, commissioners, elected officials, community groups, and others as required.
  • Draft and coordinate correspondence including letters of support, grant acknowledgements and other general correspondence.
  • Posts official notices of meetings in accordance with applicable laws and regulations.
  • Distributes public documents such as meeting agenda, speakers' lists, and meeting minutes as required.
  • Assembles meeting materials for Committees and Commission Meetings.
  • Attends on-and offsite meetings of the Committees and Commission Meeting.
  • Implements and maintains a system of filing and indexing for official records and actions of the Committees and Commission.
  • Schedules appointments, meetings, and other commitments for individual members of the Committees and Commission.
  • Drafts and/or edits correspondence such as letters, memoranda, personal acknowledgements, routine reports, and other materials based on verbal instructions or upon own initiative using word processing, spreadsheet, and desktop publishing software.
  • Reviews outgoing correspondence, reports, and publications for grammar, sentence structure, format, attachments, continuity of text, and compliance with applicable laws, rules, and procedures.
  • Submits the California statement to the Secretary of State when new appointments are made.
  • Acts as a liaison between Agency staff and members of the Commission on matters related to the status of information requests, the scheduling of meetings and events, and the coordination of other staff/Commissioner activities.
  • Assists in orienting new members of the Commission by providing information on Commission meetings and the business practices, procedures, and activities of the Commission.
  • Processes room requests for the Committees and Commissions and Hearing rooms and aids the attendees on an as needed basis.
  • Maintain contact lists and email groups, digital and hard-copy files and records, process expense reports, reimbursements, credit card summary reports, and related tasks.
  • Maintain Zoom business account, manage users, schedule meetings.
  • Maintain utility and other FIRST 5 business accounts as directed and in coordination with other employees responsible for related account-management functions.
  • Manage community sponsorship program, including through communication with community partners, processing requests and purchase orders, and maintaining budget spreadsheet, staff, and commissioner invitations, RSVP lists, and related tasks.
  • Purchase supplies and materials to support operational goals.
  • Attend executive-level meetings, transcribe summary notes or take minutes, and provide other support as may be required or requested.
  • Uphold confidentiality of privileged and/or sensitive personnel and agency information.
  • Perform related tasks and other duties as assigned.

 

Required Knowledge, Skills & Abilities

  • Basic office practices and procedures, including filing systems, financial record keeping, reference sources and operation of standard office equipment/machines.
  • Proficient in MS Office applications (e.g., Microsoft Word, PowerPoint, Excel, and Outlook) and digital meeting platforms (Zoom, MS Teams), etc.
  • General English usage including style, format, grammar, punctuation, and spelling.
  • Compose emails independently or from brief instructions.
  • Communicate effectively both verbally and in writing.
  • Demonstrate safe work practices and exhibit understanding of emergency response.
  • Set priorities, multi-task, meet critical deadlines and follow-up on assignments.
  • Organize work and maintain accurate records and files.
  • Deal tactfully and courteously with the public and staff.
  • Exercise initiative and independent judgment within established guidelines.
  • Establish and maintain effective working relationships.
  • Be professional, trustworthy, and respectful of others and display a positive attitude.
  • Interpret, and apply policies and procedures.
  • Ability to quickly gain proficiency in agency policies and procedures
  • Ability to manage priorities and projects in a fast-paced environment with excellent attention to detail and accuracy
  • Strong interpersonal, and communication (verbal and written) skills: the ability to interact effectively and sensitively with people of diverse professional and cultural backgrounds.

Core Competencies:

    • Maintain standards of confidentiality and a strong commitment to ethical practice.
    • Focuses on understanding and meeting customer needs.
    • Maintain positive work relationships in a respectful and collaborative manner.
    • Maintain good communication with others ensuring others have necessary information.
    • Actively work toward organizational improvement and professional growth.
    • Actively promote FIRST 5’s Core Values of Collaboration, Innovation, Excellence, Accountability, and Respect

Educational and Work Experience Requirements

  • Minimum of five years of increasingly responsible and complex administrative and analytical work at the executive level, preferably at the C-level.
  • Bachelor’s degree or equivalent experience, preferred. Experience may be substituted on a year for year basis.

Term

This is a full-time, exempt position, 40 hours per week. Some nights and weekends may be required. Travel is less than 10% – some travel to conferences, meetings and other FIRST 5 events may be required. This position is not part of a bargaining unit.

Salary Classification

Assistant Director, salary range $69,010 - $96,820