Description

Girl Scouts of Central California South (GSCCS), offers amazing opportunities for talented, forward-thinking, innovative individuals who share our vision of helping girls and young women change the world for the better. Girl Scouts has been equipping girls to achieve their full potential more than 100 years- and today, Girl Scouts stands as the preeminent leadership development organization for girls, with over 1 million members across the nation. At GSCCS, we serve more than 8,000 members, which includes 6,500 girls in Kindergarten through 12th grade & over 2,000 adult volunteers spanning across five (5) central valley counties: Kern, Tulare, Kings, Fresno & Madera. We have Council offices in both Fresno and Bakersfield, California.

We believe all girls should have the opportunity to reach their full potential and all girls have the power to change the world. Here's your opportunity to enhance your career while making a difference in girls' lives and in the world! You will be joining a supportive and flexible work environment with team members who work together to champion girl ambition.

OUR MISSION: We are on a mission to build girls of courage, confidence, and character who make the world a better place.The right candidate won't just be promoting a program. Their work will impact and change future generations! Girl Scouts of Central California South (GSCCS) is looking for a polished and professional Executive Assistant to join our team in Fresno, CA!

POSITION SUMMARY:

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant provides executive and administrative support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the Board of Directors, executive team, and leadership team; organizes and coordinates communications and outreach efforts between the CEO and Troops, Service Units, and Delegates; and oversees and manages a variety of special projects.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The Executive Assistant must demonstrate the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

ESSENTIAL DUTIES & RESPONSIBILITIES: 

Executive Support

• Completes a broad variety of administrative tasks for the CEO including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Serves as a liaison to Girl Scouts of the USA (GSUSA) and coordinates all required data collection and annual review, council health dashboard, charter renewal processes under direction of the CEO.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time.
• Communicates directly, and on behalf of the CEO, with Board members, donors, staff, Troop and Service Unit Leaders, community members, and others on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO's office and internal departments, as well as Girl Scouts of the USA; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately, having a sense for the issues taking place in the Council and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, reviewing and editing personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Council.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
• Works with the CEO to manage the annual and mid-year review process for the direct reports to the CEO.

Board Support and Liaison

• Serves as the CEO's administrative liaison to Council’s Board of Directors and delegates
• In coordination with CEO, prepares Board of Directors and Annual Meeting agendas, prepares and sends Board and Annual Meeting packets, and manages all aspects of Board meetings and Annual Meeting activities
• Assists Board members with logistics as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Prepares and edits minutes for all Board and Board committee meetings
• Manages compliance activities for the Board with Girl Scouts of the USA
• Manages and maintains corporate records, including Board and Board committee rosters and contact information

Executive Team and Leadership Team Liaison

• Participates as a member of the Executive Team and Leadership Team including assisting in scheduling meetings and attending all meetings 
• Assists in coordinating the agenda of Executive Team and Leadership Team meetings and retreats, and all staff meetings
• Facilitates cross-departmental communications, team work, and leadership development activities

Communications, Partnerships, and Outreach

• Ensures that the CEO's and Council’s summary information is kept updated and responds to requests for materials regarding the CEO and the organization in general (including, but not limited to organizational descriptions, team bios, etc.)
• Edits and completes first drafts of written communications to external stake holders for review with CEO
• Works with the Development and Communications team in coordinating the CEO's donor relations and fundraising activities
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
• Maintains all contact information for the CEO’s business contacts
• Assists in managing social media platforms and dissemination of information through such platforms for the CEO to key Council stakeholders

Special Projects

• Provides detailed project management for the CEO to accomplish a wide variety of Council projects and initiatives, providing direction to staff, evaluating and determining priorities, and ensuring projects are executed in accordance with the CEO’s vision
• Performs other duties as assigned.

REQUIRED COMPETENCIES:

• Achievement Focus: Demonstrates persistence and overcomes obstacles, measures self against standard of excellence, recognizes and acts on opportunities, sets and achieves challenging goals, takes calculated risks to accomplish goals. 
• Communications: Exhibits good listening and comprehension, expresses ideas and thoughts in written form, expresses ideas and thoughts verbally, keeps others adequately informed, selects and uses appropriate communication methods. 
• Customer Service: Displays courtesy and sensitivity, manages difficult or emotional situations, meets commitments, responds promptly to customer needs, and solicits customer feedback to improve service. 
• Problem Solving: Develops alternative solutions, gathers and analyzes information skillfully, identifies problems in a timely manner, resolves problems in early stages, works well in group problem solving situations. 
• Persuasion: Ability to connect and build trust, ask insightful questions to understand needs, and position values using tailored, compelling, language that engages and inspires. Strong oral and written communication skills. Bilingual English / Spanish preferred. 
• Human Relations / Interpersonal: Ability to connect with potential volunteers and members; sensitivity in working with people of diverse backgrounds. Sensitivity to the need of every individual to be treated with respect and fairness. 
• Communication Skills: Strong written and verbal skills that represent professional, concise, and compelling language. 
• Organization: Consistently seeks to improve the effectiveness and efficiency of all operations by demonstrating positive and creative approaches to our delivery of service. Demonstrates sound time-management skills by effectively and efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 
• Attention to Detail / Excellence: Ensures that materials prepared and produced for internal and external publications reflect the highest standards of excellence. 
• Reasoning / Problem-solving: Demonstrated reasoning ability. Understands and internalizes the importance of seeking resolution to problems and concerns by bringing them to the direct attention of her/his supervisor in a timely manner. Maintains strict confidentiality when handling sensitive information. Demonstrates sound judgment and responsible decision-making by ensuring that the mission and goals drive all decisions. 
• Teamwork: Proven capability to work in a collaborative, customer-focused environment. Actively supports and promotes the organization’s commitment to diversity and pluralism throughout the organization. Actively supports and promotes all efforts to increase cooperation, communication, and collaboration between and among staff members, volunteers, and members. Demonstrates and promotes a climate of courtesy and professionalism to coworkers, volunteers, members, and others with whom her/his job puts her/him in contact. 
• Commitment and Pride: Ability to demonstrate and articulate a genuine passion for the mission and vision, embrace and model the culture, and model behavior consistent with the mission and purpose of the organization. 
• Servant-Leader: Leads with humility, empathy and awareness; actively contributes to employees’ ability to reach their goals and thrive at GSCCS. 
• Tech Savvy: Savvy in Word, Outlook, Excel; past experience or potential to learn Salesforce.com platform and maximize functionality for tracking and measurement.

SKILLS AND QUALIFICATIONS:

• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlesslywith excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid California state driver’s license. 
• Bachelor’s degree or equivalent amount of experience, preferably within business, finance, or related area[BP1] [BP2] is preferred.

ADDITIONAL JOB REQUIREMENTS:

• Clearance of background check.
• Become a registered member of GSUSA and GSCCS. 
• Access to reliable transportation. 

EVENTS:

At GSCCS we pride ourselves in being a part of individual teams but also as a collective team. We have a select number of events throughout the year that require the team’s collaboration. Participation in employee and volunteer events across departments. 

SELECTIVE ABILITIES & PHYSICAL DEMANDS: 

The incumbent must be able to perform the following qualifications in order to be offered and/or maintain employment in this position.

• Physical ability to frequently stop, kneel, bend, crouch, and reach overhead. 
• Use of light force to lift, carry, push, pull or move objects up to 20 pounds, frequent weekends and evenings/nights. 
• This position requires the ability to remain stationary and to use computer monitor, keyboard and mouse for extended periods of time. 
• Willingness and ability to work flexible schedule
• Frequent weekends and evenings
• Must be able to speak and communicate clearly, such as in public speaking engagements. 
• Other demands, as determined by council. 

WORK ENVIRONMENT:

The employee will work in an office environment and in close quarters with other staff and clients. The noise level in the work environment varies from moderate to loud; hectic situations can occur characteristic to working with infants, toddlers and parents in need. Exposure to odors such and scents are common. Occasional exposure to adverse environmental conditions may occur.