Executive Administrative Assistant

Summary

The primary focus of the Executive Administrative Assistant is to support executive staff and the overall organization through highly competent performance of a variety of complex administrative and customer service duties. Administrative support is essential to all of First 5 Sonoma County’s internal planning and implementation, as well as coordination of certain internal activities with other County agencies, departments, and the public. The Executive Administrative Assistant also provides reception for First 5 Sonoma County’s office, as well as liaising with building facility and IT support. The ideal candidate is a highly organized self-starter with a passion for supporting our community, is quick to understand organizational priorities, can effectively pivot as priorities change and thrives within a deadline-driven environment.

Essential Duties & Responsibilities

Duties may include but are not limited to the following:

• Provide reception to First 5 Sonoma County visitors and through phone inquiries and coordinate coverage of reception with designated staff when needed.
• Monitor and process mail and paperwork and distribute to the appropriate points of contact.
• Complete work with a high level of task prioritization while meeting critical deadlines.
• Provide superb customer service for a variety of constituent needs while maintaining confidentiality and demonstrating excellent judgement.
• Independently research questions and issues that are presented via general inquiries.
• Coordinate and finalize the monthly development and preparation of the First 5 Sonoma County Commission and Measure I Community Advisory Council agendas, minutes and other meeting documents and ensure all documents are accessible to the public and compliant with the Brown Act.
• Coordinate recruitments and appointments of new members to the First 5 Sonoma County Commission and Measure I Community Advisory Council, including liaising with the Clerk of the Sonoma County Board of Supervisors.
• Interface with First 5 staff, building administration, facilities and IT support.

Experience & Education

• Minimum five years administrative experience in a public agency (City, Regional, County, State or Federal)
• Minimum two years of workplace experience interacting with a broad array of individuals across cultures, agencies, community members, public officials and professionals
• Bachelor's degree preferred, but not required
• Bilingual/fluent (written and spoken) in Spanish and English preferred, but not required

Required Knowledge, Skills & Abilities

Considerable knowledge and skill proficiency in the following areas:

• Effective communication in both oral and written forms, including English grammar, spelling, written format and punctuation.
• General clerical work practices from reference materials, procedures, guidelines, written formats, and timetables to schedule events.
• Standards of practice for electronic filing and tracking of documents on a network drive and/or Sharepoint.
• Use of Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Google Drive.
• Supporting management and providing customer service to a diverse range of individuals in a fast-paced, highly visible organization.
• Public meeting requirements for compliance with the Brown Act.
• Requirements related to the following is highly desired: Americans with Disabilities Act (ADA) document accessibility, Fair Practices Commission codes, Maddy Act, and Public Records Act.

Ability to:

• select, understand and apply regulations, rules, procedures, office routine and work practices related to a variety of clerical support and administrative functions.
• plan, organize and prioritize work to meet deadlines and accomplish assigned tasks within established timelines including maintaining accurate records and files.
• independently initiate, prioritize, perform and solve problems to meet fixed or fluctuating deadlines and achieve work objectives.
• coordinate submittal of a variety of information and related materials for recommendations, reports and presentations to be heard by the First 5 Sonoma County Commission and Measure I Community Advisory Council.
• take dictation of recommendations, motions, actions and public comment presented before or taken by the First 5 Sonoma County Commission and Measure I Community Advisory Council and then to transcribe, organize and summarize such into Brown Act-compliant meeting minutes.
• screen and prioritize correspondence, phone calls and visitors seeking the attention of the Executive Director and/or other management staff and judgment to refer matters to an appropriate alternative person.
• organize a variety of information related to different programs, services, or functions for the use of the Executive Director or other managers in answering inquiries, preparing administrative reports and responding to concerns.
• verbally and through written correspondence, answer procedural, factual and semi-technical questions related to First 5 Sonoma County services, programs, or functions.
• schedule appointments, maintain Executive Director’s and Deputy Director’s calendars and coordinate calendared events.

Professional Characteristics

• Interact with the public and co-workers in a tactful, courteous and effective manner.
• Safeguard confidential materials or contents of closed or sealed meetings.
• Maintain an orderly work environment.
• Perform tasks in an efficient, prescribed and safe manner.
• Exercise extreme attention to detail and accuracy.
• Flexible, self-reflective and receptive to change.
• Sense of humor.
• Ability to build positive relationships with a diverse group of individuals with differing needs and priorities.
• Proven track record of exercising sound judgment, tact and political acumen and a commonsense approach to addressing challenging situations.
• A service-oriented and proactive mindset to identify opportunities for operational improvement and resolve issues.

Physical Requirements

• • Regularly required to talk and hear, stand, walk, bend, kneel, and crouch.
  • Work is occasionally physical, requiring setting up for meetings, lifting or carrying cumbersome materials of up to 25 pounds, e.g., easels, flip charts, refreshments, brochures, etc.

Work Environment

• Possession of a valid California Driver’s License and appropriate insurance.
• The position's hours are in-person in a professional office environment, Monday through Friday, typically from 8:30 am to 5:00 pm.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.