What are the responsibilities and job description for the EXECUTIVE ASSISTANT position at Special Olympics Northern California?

About Special Olympics Northern California

Special Olympics Northern California's (SONorCal) mission is to create an inclusive community where people with and without disabilities can make connections, develop healthy lifestyles, achieve success, and experience the joy of sports.

Position Summary :

The ideal candidate for this non-exempt (hourly), full-time position will be someone with an outgoing personality and a proven track record of strong organizational skills and excellent customer service. This role will have the opportunity to work with the Chief Administrative Officer (CAO) to manage Board of Director communication, which includes scheduling meetings, inviting and scheduling Special Olympics events, and providing administrative support to the President & CEO (CEO) and Chief Development Officer (CDO).

Responsibilities / Essential Job Functions :

BOARD OF DIRECTORS :

Assist the Senior Leadership Team (SLT) in the day to day operations of the organization's Board of Directors, including ongoing Board communications.
Coordinate all aspects of in-person and remote Board and committee meetings, including an annual multi-day Board retreat.
Responsible for meeting calendaring and the preparation and timely dissemination of agendas and documents for meetings via SONC's Board governance software.
Provide on-site support at quarterly Board and Executive Committee meetings, including taking written meeting minutes.
Assist with the onboarding and orientation of new members.
Schedules individual meetings between the board and SONC Leadership team.
Track and report on annual Board commitments.
Other duties as assigned.

PRESIDENT & CEO :

Assist the President & CEO with the maintenance of their calendar / schedule.

Perform additional dministrative support duties for the CEO, including preparing and disseminating correspondence, processing expense reports, and coordinating meeting locations and travel plans.

Help with the preparation of meetings, including research and creating presentations.

Keep Salesforce (CRM of record) updated with the CEO's opportunities and meeting notes.

Assist with the planning, logistics, and execution of monthly All Staff meetings, the Annual All Staff Retreat and the annual Senior Leadership / Management Leadership Team retreat.

Other duties as assigned.

CHIEF DEVELOPMENT OFFICER :

Coordinate meetings between the CDO and Board members.

Assist with the preparation of board and committee meetings, including research and creating presentations.

Keep Salesforce (CRM of record) updated with the CDO's opportunities and meeting notes.

Other duties as assigned.

Qualifications, Skills, & Experience :

A minimum of two years of successful work experience in an office environment with demonstrated success supporting multiple administrative functions.

Specialized knowledge of administrative and clerical functions and meeting management.

Experience coordinating offsite meetings : Site selection, food and beverage, housing.

Strong time management, multitasking, and prioritization skills; able to prioritize a wide variety of deadline-driven projects simultaneously.

Able to maintain confidentiality at the highest level.

Maintains a high degree of professionalism in written and verbal communication.

Possess intermediate to advanced knowledge of G-Suite and Microsoft Office Suite (Excel, Work, Outlook & PowerPoint).

Detail-oriented, highly organized self-starter, capable of taking direction but working independently and collaboratively with a team.

Ability to successfully exercise discretion and independent judgement to reach goals.

Excellent written and verbal communication skills.

Experience using Salesforce, Box, or Dropbox highly preferred.

Familiarity with non-profit organizational structure highly preferred.

Ability to work occasional nights and weekends based on the calendar and assigned duties

Ability to travel occasionally as administrative support duties require.

Bachelor's degree or comparable combination of education and work experience.

We offer an inclusive, casual work environment. This position is an in-office position and must have access to reliable transportation.

Benefits include, but are not limited to : Medical, Dental, Vision, 403(b) retirement plan, life and long-term disability insurance, vacation, sick and personal days, federal holidays, and a paid winter break.

The pay range for this role is :

35 - 35 USD per hour (Pleasant Hill)

Salary : $35

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