What are the responsibilities and job description for the EXECUTIVE ASSISTANT position at Big Brothers Big Sisters of Orange County?
Executive Assistant
DEPARTMENT: Executive
REPORTS TO: Chief Executive Officer
FLSA STATUS: Salaried, Exempt
MISSION & VISION: Our mission is to provide children and youth facing adversity with a strong and enduring, professionally supported 1:1 mentoring relationship that creates pathways for the future and a mentor for a lifetime. Our Vision is to create caring and connected communities where young people thrive and experience upward social and economic mobility.
BELIEF STATEMENT: We believe that every child, regardless of ethnicity, income, or gender identity, has the opportunity to achieve measurable life success. We lead with a strengths-based leadership approach focused on justice and rooted in a culture of learning. We believe that diversity, respect, collaboration, resilience, innovation and excellence create a strong and living culture that is meaningful, significant and purpose-driven. As a mentorship organization dedicated to igniting potential in the youth and young adults we serve, we are also dedicated to unlocking the potential of our internal staff. We believe that by leveraging individual strengths we are able to make a lasting and positive impact on our community. We lead with clear purpose and meaning that translates to measurable life success for every child served through our program. We believe through mentorship real equity is possible.
JOB SUMMARY: The Executive Assistant to the CEO will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently. This person thrives at being mindful of details in an energetic, fast-paced environment with a diverse group of people, at all levels. Must be extremely well organized, flexible, proactive, resourceful and efficient. A high level of professionalism and confidentiality/discretion is crucial for this role. Excellent written and verbal communication skills and strong decision-making ability is important. Punctuality is essential. The Executive Assistant must have the skills and competency to communicate with people at all levels of the organization, clients and external agencies.
- Anticipate needs for maximum efficiency and impact with all communications, tasks, meetings & projects.
- Support CEO by screening/managing incoming calls and mail, assistance with correspondence, filing, scheduling calls/meetings/ and keep calendar up to date.
- Maintain CEO’s appointment schedule by scheduling and confirming meetings, conferences, teleconferences, restaurant reservations, and travel.
- Maintain expense management and budget tracking as necessary for project-based initiatives.
- Work under general supervision; certain degree of latitude, strategic planning and creativity is required.
- Coordinate, organize and/or assist in the planning and execution of Board Meetings, Board Committee meetings, Staff Meetings and Holiday parties.
- Maintain Board and organizational information with strict confidentiality.
- Provide administrative support for all Board Meetings, including the preparation of agendas, documents for Board review, follow-up materials subsequent to and after meetings, as well as overall coordination and scheduling of group, committee and individual meetings.
- Maintain individual Board member files to keep them up-to-date and in accordance with compliance.
- Coordinate all Board Committee Meetings and materials as well as Governance and maintain contact with Board members to solidify meeting dates and handle all preparation and logistics.
- Coordinate monthly Executive Committee Meetings with designated members to solidify meeting dates and handle all preparation and logistics.
- Attend Board of Directors meetings to take and transcribe meeting minutes and submit to CEO for approval within one (1) week of meeting adjournment.
- Assists with philanthropic events, including preparation, day of event responsibilities, and reconciliation
- Maintain tracking of Board member/major donor birthdates or special life events for gifting on behalf of the CEO.
- Assist with Data Entry and pulling reports in preparation for meetings/events and analyzing data.
- Assist with scheduling meetings as assigned by Chief of Staff and/or CEO.
- Manages and completes special projects assigned by Chief of Staff and/or CEO.
- Personal Assistant duties when required.
The above listing of duties and responsibilities is not intended to be all-inclusive but rather serve as a description of the range.
- Bachelor’s degree in Business Communication, Language Arts, or equivalent combination of education and experience preferred.
- Minimum 3 years of experience working in an Executive Assistant role preferably in a Non-Profit environment.
- Must be proficient in Microsoft Office and database management.
- Strong analytical and problem-solving skills with keen eye for detail.
- Strong ability to listen actively and be able to effectively communicate their thoughts to others.
- Superior time management skills to accomplish projects and tasks and solve problems.
- Superior verbal/written skills and presentation skills.
- Strong interpersonal skills essential.
- Communication skills including strong interpersonal skills, and ability to speak, read and write effectively.
- Ability to effectively work independently and collaboratively with a diverse group of people.
- Ability to organize, prioritize and meet deadlines.
- Ability to exercise independent judgment and reach logical, practical decisions.
- Ability to maintain confidentiality and exercise discretion.
- Patience, initiative, enthusiasm, adaptability, resourcefulness.
- Knowledge of standard office practices.
- Sound knowledge of basic mathematical skills.
REQUIRED SKILLS AND ABILITIES
Stakeholder Focus
Dedicated to meeting the expectations and requirements of internal and external stakeholders; gets first-hand stakeholder information and uses it for improvements in products and service; talks and acts with stakeholders in mind; establishes and maintains effective relationship with stakeholders and gains their trust and respect; ensures stakeholders feel they have been listened to; establishes credibility quickly.
Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.
Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.
Result Oriented
Can be counted on to meet goals successfully; is constantly and consistently one of the top performers; steadfastly pushes self and others for results; sets clear objectives and measures process and progress.
Promotes Vision and Mission
Effectively promotes the agency mission and vision, internally, as well as with the broader community.
Innovative Management
Has the ability to bring forward creative ideas and suggestions; always looking for better/more efficient ways to improve process and systems; has a sense about managing the creative process of others; can facilitate and participate effective brainstorming; can project how potential ideas may play out in the marketplace; is good at bringing the creative ideas of others to market.
Perseverance
Pursues everything with energy, drive and a need to finish; seldom gives up before a project is complete; especially in the face of resistance or setbacks.
Managing Vision and Purpose
Creates and communicates a compelling and inspired vision or sense of core purpose; sees beyond today; sees possibilities; is optimistic; creates mileposts and symbols to rally behind the vision; makes the vision shareable by everyone; can inspire and motivate entire units or organizations.
Ability to Prioritize
Spends his/her time and the time of others on what’s important; identifies and acts on critical issues; can quickly sense what will help or hinder accomplishing a goal; eliminates or navigates around roadblocks, creates focus.
WORK ENVIRONMENT
The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
- Routine office environment.
- Moderate independent travel.
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.
Your employment with BBBSOCIE is “at will,” meaning that either you or BBBSOCIE may end your employment at any time and with or without cause.
Please send resume, cover letters and other required application materials as stated in the job description to careers@ocbigs.org. No phone calls, please. Qualified applicants will be contacted shortly.