What are the responsibilities and job description for the Executive Assistant position at Community Solutions for Children, Families and...?
POSITION TITLE: Executive Assistant
JOB CLASSIFICATION: Non-Exempt, Confidential, Non-Union
REPORTING RELATIONSHIP: Chief Executive Officer
SUMMARY:
As the Executive Assistant you will have far-reaching impact across the organization with a front-row seat to the inner-workings of Community Solutions. You will be a partner to the CEO and other members of the Senior Executive Leadership Team requiring engagement at the business level, a deep understanding of Community Solution’s operations, mission, and values. For this role we value skills like being able to anticipate needs, offering solutions, deciphering the puzzle of scheduling and prioritizing meetings and events, and being organized.
You will manage Board of Directors (BOD) agenda, preparation, and logistics, proactively identifying matters and resolution to those matters. As a trusted member of the team, you will be a confidante on all topics relating to strategy, growth, operations, prioritization and feedback. You will be a key stakeholder in both confidential and high-visibility projects across the Leadership Team. The Executive Assistant will report to the CEO.
The Ideal Candidate Will Possess the Following Qualifications and Knowledge:
Did you know that research shows that women and people from underrepresented groups often apply to jobs only if they meet 100% of the qualifications? Please know that no one ever meets 100% of the qualifications. If much of this describes you, we encourage you to apply. This might be the right next role for you if you have:
- 4 years’ experience in an administrative role, preferably supporting senior leaders.
- Highly organized and strong command for both the fine details and the big picture, keeping priorities in constant shuffle.
- Positive outlook, high level of self-awareness, and sense of humor.
- Highly skilled to comprehend and communicate clearly and effectively, both verbally and in writing in English. Writing skills demonstrate good use of English grammar, sentence structure, and punctuation.
- Ability to analyze situations and exercise sound judgment in determining appropriate courses of action.
- Demonstrates cultural competency by effectively working with people differing in value systems, ethnicity, cultural backgrounds, language capabilities and disabilities. Treats all staff and clients as individuals with empathy and respect.
- Strong proficiency working with the Microsoft Office Suite of programs.
- Maintains strict level of complete confidentiality with a high volume of confidential information.
- BA/BS degree preferred or equivalent work experience.
Responsibilities include but are not limited to:
- Handles all administrative and clerical duties to ensure the smooth operation of the CEO’s schedule and other members of the executive team.
- Manage and maintain multiple calendars, including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning needs.
- Proactively manage communication, and respond to urgent inquiries from internal/external stakeholders on the CEO’s behalf.
- Analyzes data and prepares reports, including spreadsheets, PowerPoint presentations and databases.
- Coordinates and publishes the monthly BOD reports, taking and preparing minutes from Board, Committee, and Management Meetings.
- Tracks CEO’s actions and deliverables and supports accountability and shifts in priorities amidst simultaneous demands for attention.
- Prepare materials to support the executive team, such as topic briefs, presentation materials, and meeting notes.
- Track and report out on industry and regional behavioral health related changes and governance meetings.
- Flexible schedule may be required to work occasional evenings and weekends with advance notice.
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 accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to both sit and stand for extended periods, lift and move objects up to 25lbs, talk and hear, and use office equipment.
Work Environment and Location: This position is located within commutable distance to our Gilroy, CA headquarters. Occasional travel to offsite meetings and conferences required.
Special Requirements:
- Must be able to meet and receive a criminal records clearance as required by specific programs, licensing regulations and Community Solutions practices.
- License: Possess a valid California driver’s license, current car insurance and a good driving record as documented by a DMV report and consistent with the Agency’s liability insurance requirements.
- Requires an automobile to perform routine job duties.
- COVID-19 Vaccination: Please note that Community Solutions has adopted a COVID-19 vaccination policy to safeguard the health and well-being of our employees and clients. As a condition of employment, Community Solutions employees are required to be fully vaccinated for COVID-19 (including Booster), unless a reasonable accommodation is approved or as otherwise required by law.
Compensation and Benefits:
The hourly rate for this position starts at $30.00 per hour. Grade level and salary ranges are determined through interviews and a review of education, licensure, experience, knowledge, skills, abilities of the applicant, equity with other team members, and alignment with market data.
Diversity, Equity, and Inclusion:
Community Solutions is deeply committed to diversity, equity, and inclusion. We are a team of dedicated professionals with backgrounds as diverse as the impact we achieve. We are committed to diversity in our workforce and to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. We encourage candidates from all backgrounds to apply.
Note: This job description outlines primary duties, qualifications, and job scope, but is not intended to be a comprehensive description of job responsibilities. We expect each employee to offer their services wherever and whenever necessary to ensure the success of our endeavors.
All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills aptitudes and abilities to perform each duty proficiently.
Candidates for this position must be legally authorized to work directly as an employee for any employer in the United States without visa sponsorship.
Salary : $30
