Executive Assistant

Central Valley Regional Center (CVRC) is a non-profit corporation, funded by the State of California to provide services to persons with developmental disabilities. At CVRC, our mission is to help individuals with intellectual and developmental disabilities, and children at risk, to reach their goals. With offices in Merced, Fresno, and Visalia, we support over 27,000 individuals with developmental disabilities in the Central Valley, including Mariposa, Madera, Fresno, Tulare, Merced, and Kings counties. We accomplish this by coordinating resources and collaborating with other agencies to develop the best services for Clients and families, valuing diversity, respecting individual rights and choices, and committing to excellence, honesty, and cost effectiveness in service delivery.

BENEFITS INCLUDE:

Exempt Full Time

Starting Pay: $70,940.73 - $84,706.94/yr.

POSITION OVERVIEW

This position performs complex and responsible key administrative activities and is responsible for a variety of administrative and operational details related to senior-level management; exercises a high level of discretion; demonstrates initiative and maintains confidentiality in matters of sensitive nature; acts in a public relations role and diplomatically handles confidential and technical issues using sound judgment; effectively deals with anxious or irate callers.  

ESSENTIAL FUNCTIONS

• Act as the main liaison and contact with the CVRC Board of Directors, the Executive Director, and the Association of Regional Center Agencies. 
• Manages the creation, development, distribution of meeting information and materials as it relates to the Board of Directors and Advisory Board committees. 
• Prepares, organizes, and distributes agendas, minutes, Board meeting packets and materials, and disseminates information to Board members, staff and other appropriate parties for Board meetings and other committee meetings.  
• Schedules conference room for meetings, coordinates room set up, and orders/sets up refreshments and food as required.
• Completes special projects as assigned by the Executive Director. Gathers and summarizes data, researches, and solicits information from resources including staff, other professional agencies, and businesses. Prepares reports using the source data, including conclusions and recommendations for solution of administrative problems.
• Creates/implements new systems or revisions of current record keeping systems or computerized records including utilization of spreadsheets. 
• Creates professional materials and documents using advanced graphics or formats for a variety of business-related documents; creates and develops power point presentations.
• Reviews and categorizes incoming correspondence and phone calls. Prioritizes matters requiring management attention and takes initiative to respond and handle other matters independently in a proactive, resourceful, and efficient manner.
• Organizes and types a variety of reports, letters, internal documents, meeting minutes and other documents independently or from oral/written instructions of the Executive Director, Director of Case Management Services and Board of Directors, which may include material of a confidential and sensitive nature.  
• Maintains calendar of appointments and meetings for the Executive Director.  
• Assists in the coordination of meetings held away from the main office, making travel reservations (car rental and airlines) and arrangements for meeting rooms, meals and lodging of Board members, Executive Director, and/or Management.  
• Supports effective and efficient business practice.
• Maintains positive business relationships, confidentiality, good attendance, punctuality, and acts in accordance with all company policies and procedures.
• This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

 MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business Administration, Operations Management or related field and three (3) years’ of increasingly responsible administrative experience performing executive support in a corporate environment involving advanced typing, transcription, public contact, and a variety of administrative activities; OR eight (8) years’ Regional Center experience performing administrative duties at an advanced organizational responsibility level
• Must be detailed-oriented with exceptional organizational skills and the ability to handle diversified administrative and clerical tasks.
• Excellent public relation skills are essential.
• Strong PC skills including word processing, spreadsheet, proficient in graphics/format set up and ability to use the computer for e-mail and other computerized functions. 
• Requires well-organized self-starter, sensitivity judgment, tact, and poise appropriate to the office of the Executive Director.
• Ability to work under high level demands.
• Must demonstrate initiative, self-motivation, sound independent judgment, flexibility, strong interpersonal skills, and excellent written and oral communication.
• Must have a valid CA driver’s license, reliable vehicle, and vehicle insurance.

TRAVEL REQUIREMENTS

• Must have the ability to travel within CVRC’s six-county-wide region as assigned or required.

WORKING CONDITIONS 

Professional office environment. Noise level in the office is low to moderate depending on area. Individual workspace is assigned and varies from open cubicle to private office. 

PHYSICAL REQUIREMENTS

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. Manual dexterity for typing on a computer keyboard. Specific vision abilities including close vision, distance vision, depth perception, and ability to adjust focus required to view computer monitor, read numbers and printed material. Mobility sufficient to reach, lift and transport files and other work material to work areas. Sitting for extended periods of time.

Salary : $70,941 - $84,707