SUMMARY: The Executive Assistant to the Chief Executive Officer (CEO) performs advanced administrative functions and manages special projects for the CEO. In addition, the Executive Assistant serves as the point of contact and coordination for CALM’s Board of Trustees.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provides strong administrative support to CEO, including managing calendar, coordinating event/meeting logistics and travel arrangements. Prepares correspondence, communications, media outreach, presentations and other documents. Gathers and analyzes information to prepare reports.
- Participates in meetings and events. Serves as representative of the CEO’s office, as requested.
- Attends Executive and Leadership Team meetings. Records, transcribes and distributes minutes. Coordinates assigned projects and follows-up on action items with involved staff.
- Reviews administrative systems and operating policies, procedures and practices; recommends improvements as necessary.
- Compiles and maintains sensitive and confidential data as requested by CEO, including detailed records of any legal issues. Files and retrieves documents and reference materials.
- Assists the CEO and the Board of Trustees with the development and implementation of the agency’s strategic plan and associated activities.
- Serves as primary contact for Board members for information, scheduling, or other assistance. Coordinates activities for Board committees and maintains regular contact with committee chairs. Able to articulate committee activities to Board members and staff.
- Attends monthly Board meetings and assigned Committee meetings. Prepares agendas, provides notices, disseminates minutes, and coordinates meeting logistics.
- Supports Board Chair to carry out his/her duties and board-related timeline activities. Provides administrative support to the Executive Committee of the board.
- Contacts Board members on matters needing attention between board meetings.
- Assists CEO, Board Chair and Board Governance Committee with the implementation of the annual Board nominations process.
- Coordinates Board orientation programs, including development of resource materials. Drafts needed Board policies/procedures and keeps accurate and up-to-date Board records and files.
- Organizes and maintains Board and committee rosters, mailing lists and structures. Archives documents necessary for historical data.
- Maintains and updates Board committee charters and cadence documents. Assists with the updates of Board bylaws on an annual basis.
- Coordinates Board social events, such as annual Holiday Party, Board Retreat, stewardship/celebration gatherings, and other special events. Coordinates recognition activities for outgoing Board members or for outstanding service.
- With CEO, analyzes current and projected composition of CALM’s Board of Trustees, and all committees, and advises CEO and Board Chair on committee membership to ensure demographic balance and use of Board members’ skills.
- Monitors relationships between Board members and attends to concerns immediately and informs CEO when appropriate. Regularly communicates with CEO and Board Chair regarding concerns, agenda items, committee actions, etc.
- Completes other related duties, as assigned.
- Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.
- Professionalism – Approaches others with tact; reacts well under pressure; treats others with respect and consideration; keeps commitments and accepts responsibility for own actions; follows through on commitments; works with integrity and upholds CALM values.
- Initiative – Self-starter; requires minimal supervision; undertakes self-development activities; seeks increased responsibilities; is a solution seeker; takes independent actions; looks for and takes advantage of opportunities; asks for and offers help when needed.
- Customer Service – Manages difficult situations; responds promptly to others’ needs; solicits feedback; promptly responds to requests for service and assistance.
- Dependability – Can be relied on to meet schedules and deadlines; responds to management direction; takes responsibility for own actions; keeps commitments; displays a strong personal commitment to completing projects.
- Planning & Organizing – Prioritizes and plans work activities; manages competing priorities; uses time efficiently; sets goals and objectives; organizes other people and their tasks; develops realistic action plans and takes responsibility for implementing them.
- Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
EDUCATION and/or EXPERIENCE: BA in Business Administration or related field, or equivalent experience. Must have 3-5 years executive administrative or project management experience. Previous experience working in the nonprofit/philanthropic sector, with a non-profit Board of Trustees, and familiarity with fund development efforts highly desirable.
- Excellent verbal/written communication, analytical, and problem-solving skills.
- Able to work in busy environment, under pressure, without compromising accuracy, attention to detail or courtesy to staff and others.
- Able to prioritize competing responsibilities, with effective time management skills.
- Able to demonstrate mature judgment, initiative and critical thinking.
- Strong interpersonal skills, willing team member and supportive colleague.
- Flexibility, organization and can-do attitude
- Must have respect for confidentiality; ability to work with discretion and integrity.
- Strong computer proficiency, including Microsoft Office.
- Must have valid CA drivers’ license, clean DMV, and criminal record clearance from DOJ.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
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 occasionally required to:
- Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl.
- Drive from one location to another
- Lift and /or move up to 25 lbs.
HOURS of EMPLOYMENT:
This is a full-time position. A 40-hour work week schedule will be established in consultation with the supervisor; evening and weekend hours may apply. The normal work week is Monday – Friday. Normal hours of work will be established between the hours of 8:00am and 6:00pm.
COMPENSATION AND BENEFITS:
Salary is dependent on experience and education. Benefits include medical, dental, vision, life insurance, paid holidays, vacation and sick pay (accruals based upon a 40 hours per week basis) and a 403(b) matching retirement program.
CALM RESERVES THE RIGHT TO CHANGE THE DUTIES OF THIS POSITION AT ANY TIME.
CALM provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, age, veteran status, or any other protected classification.
Interested and qualified applicants should submit a cover letter and resume to HR@calm4kids.org . Please put the title of the position in the subject line of the email.