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Executive Assistant

Company: SHELTER, Inc.
Location: Concord
Posted on: November 17, 2022

Job Description:

ORGANIZATION: SHELTER, Inc. is an independent, community-based non-profit organization created in 1986 to lead the effort to eliminate homelessness. We now serve Contra Costa, Solano and Sacramento Counties. MISSION: To prevent and end homelessness among low-income, homeless, and disadvantaged families and individuals by providing housing services, support and resources that lead to self-sufficiency. -PURPOSE of ROLE: The Executive Assistant position supports the Chief Executive Officer. This position performs the day-to-day support services for the CEO, Board of Directors and may support other Senior Leaders. -RESPONSIBILITIES: - - - - - - - - - -Provide administrative support to the Chief Executive Officer (CEO) and as needed, Senior Leadership Team and Board of Directors. - - - - - - - - -Act as a gatekeeper to ensure the CEO's time is spent on the highest priority issues. - - - - - - - - -Acts as strategic partner, by ensuring CEO is aware of all matters requiring their attention, maintaining confidentiality, and anticipating administrative needs. - - - - - - - - -Regularly handle sensitive information in a discrete and confidential manner. - - - - - - - - -Responds to situations and requests with thoughtful, timely, and accurate information on behalf of CEO, as needed. - - - - - - - - -Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters and emails, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Agency. - - - - - - - - -Draft, Screen, prioritize and promptly respond to inbound communications (email, letters, phone calls) from staff, team leaders and outside partners. - - - - - - - - -Managing and scheduling CEO's Outlook calendar and meetings; anticipating and resolving conflicts and assessing priority of appointments as needed. - - - - - - - - -Assists and supports the CEO in preparing for meetings, including preparing meeting materials, keeping track of meeting progress and action items, and preparing and revising correspondence and other documents, as necessary. - - - - - - - - -May attend internal and external (offsite) meetings with CEO as needed. - - - - - - - - -Facilitate, track and schedule Board of Directors meetings as well as Senior Leadership meetings. - - - - - - - - -Drafting, editing, reviewing of letters, memoranda, presentations, spreadsheets, documents and other copy material. - - - - - - - - -Coordinates with third party vendors and stakeholders for the flawless execution of multiple projects, tasks, and presentations. - - - - - - - - -Completes CEO expense reports and tracks reimbursements. - - - - - - - - -Be present in meetings, take minutes and circulate information to the appropriate teams. - - - - - - - - -Coordinate travel schedules and arrangements, collect required travel documentation. - - - - - - - - -Manage communication with the Board of Directors including scheduling meetings, creating board packets, agendas, and documenting meeting minutes. - - - - - - - - -Maintains proper recordkeeping and filing systems for all work, alphabetically and/or numerically. - - - - - - - - -Coordinates in collaboration with the CEO and/or Senior Leadership, to execute agency-wide business responses to inquiries. - - - - - - - - -May need to drive personal vehicle to complete shopping for supplies and meeting preparation. - - - - - - - - -Provides meeting set-up and clean-up assistance including scheduling, logistics and catering orders. - - - - - - - - -May assist with special projects as assigned. - - - - - - - - -Chair internal committees as needed. - - - - - - - - -Other duties as assigned. - -EXPECTED PROFICIENCIES: - - - - - - - - - -Excellent organizational and time management skills. - - - - - - - - -Talented self-starter and able to work with minimal direction. - - - - - - - - -Adept at problem solving and multi-tasking. - - - - - - - - -Skilled at project and change management. - - - - - - - - -Effective communicator, verbally and written. - - - - - - - - -Ability to screen and properly handle calls and appointments for senior management demonstrating appropriate knowledge, direction and initiative. - - - - - - - - -Expert computer skills - Word, Outlook, Power Point, Acrobat Professional, and intermediate Excel. - - - - - - - - -Ability to manage both hard files and electronic files in an orderly fashion. - - - - - - - - -Timeliness and accuracy with reports, database management and documentation. - - - - - - - - -Ability to anticipate and follow through with tasks. - - - - - - - - -Ability to maintain highly confidential information. - - - - - - - - -Capable of operating and maintaining a variety of basic office equipment. - - - - - - - - -Ability to create and maintain various resources and agency procedure/policy manuals. - - - - - - - - -Competency to assist team leaders with a variety of tasks that include facility tours, donor follow-up communication, and event-scheduling and planning. - - - - - - - - -A high level of integrity with strong ethical values who maintains the highest standards of confidentiality with all organizational and individual information they have access to. - -MINUIMUM QUALIFICATIONS: - - - - - - - - - -At least 5+ years Administrative Assistant experience with at least 2 years executive management support. - - - - - - - - -Certified in Microsoft Office Suite (i.e. Outlook, Word, Excel, PowerPoint) or ability to attain within 6 months of hire. - - - - - - - - -Associates degree and/or certificate in office administration, business office skills. - - - - - - - - -Familiarity with a variety of office equipment, copier, fax, scan, postage etc. - - - - - - - - -Experience working in diverse settings with people across all cultures, socio-economic spectrums and a wide variety of personalities and roles - staff, executives, clients, local agencies, contractors, lenders, etc. - - - - - - - - -Must be able to "think on your feet" and think issues through to a conclusion with minimal supervision. - - - - - - - - -Must be able to drive personal vehicle on behalf of agency business and have a DMV record that permits driver to be insured under SHELTER, Inc.'s automobile coverage. - - - - - - - - -Must successfully pass a criminal background check. -PREFERRED QUALIFICATIONS: - - - - - - - - - -Bachelor's degree in business administration or related field of study. - - - - - - - - -Experience working in non-profit setting. - - - - - - - - -10+ years administrative assistant experience and at least 5+ years of Executive Assistant experience. - - - - - - - - -Bilingual English/Spanish.
SHELTER, Inc. BENEFITS:Competitive pay, 8 Medical Plans to choose from, SunLife Dental, VSP Vision, Life Insurance, AD&D, LTD, EAP, Aflac Voluntary Insurances, Wishbone pet insurance, Flexible Spending Account, 403b Retirement Plan with Agency match, Tuition Reimbursement, 15 paid holiday (including one on or around your birthday) and 18 days of Paid Time Off to start!

Keywords: SHELTER, Inc., Concord , Executive Assistant, Other , Concord, California

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