Executive Assistant

Job Details

Job Location
Headquarters - Alameda, CA

Position Type
Full Time

Salary Range
$83000.00 - $118000.00 Salary

Job Category
Government

Description

The Executive Assistant coordinates and provides administrative, operational and procedural support to the Chief Impact Officer and assists with implementing projects, events, and contracts as assigned.

• Provide comprehensive administrative and organizational support to the Chief Impact Officer and Directorof Data & Evaluation, including calendar management, travel coordination, timesheet completion, andexpense reporting.
• Serve as the administrative interface for internal and external stakeholders, coordinating meetings, events,and communications with follow-ups.
• Anticipate administrative needs, track key deadlines, and keep the Chief Impact Officer organized andinformed.
• Manage logistics for meetings, including scheduling, materials preparation, catering, and minute-taking forteams within the Impact Division.
• Prepare and distribute documents, including correspondence, agendas, notes, presentations, and reports,ensuring the Chief has necessary materials for meetings and proper follow-up, dissemination, and recordkeeping.
• Maintain office supplies and materials, and coordinate orders with other administrative staff in the agencyand outside vendors as needed.
• Assist in developing and improving administrative processes to increase operational effectiveness.
• Maintain accurate electronic and paper records, including contracts, invoices, and program data.
• Conduct research, compile reports, and support special projects as needed.
• Provide general administrative support for strategic and agency-wide initiatives.
• Additional duties and projects as assigned.

Qualifications

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be one of the following:

• Minimum of seven years of Executive Assistant or Senior Associate/Assistant experience in a public or private organization
• An Associate degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of required experience.
• Bachelor's degree and minimum three years' experience as Executive Assistant or Senior Administrative
  experience

Other

• Some evening and weekends may be required
• May occasionally travel within Alameda County

Knowledge of:

• Office administrative practices and procedures, including records and file management
• Operation of standard office equipment; prefer experience with audiovisual equipment
• Microsoft Suite, Office 365 preferred, including intermediate Word, Excel, PowerPoint and Outlook; prefer some knowledge of Access and Publisher
• Basic budgetary and financial record keeping techniques, including processing of invoices and contracts
• Research and report preparation principles
• Some knowledge of event or training logistics strongly preferred

Ability to:

• Work in a confidential manner, supporting agency-wide priorities and activities
• Work flexibly, manage competing priorities and maintain perspective and a sense of humor
• Strong communication skills, including the ability to produce succinct business memos and minutes
• Exercise political astuteness in planning, communication and interaction with First 5 staff, Commission and stakeholders
• Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization
• Support and deliver high quality customer service to a diverse population, in person and by telephone
• Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes
• Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
• Exercise judgment within established policies and procedures
• Take initiative and work independently with little supervision
• Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
• Maintain accurate records and files, pay close attention to detail
• Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
• Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures

Please note:

• We are working a hybrid in-office schedule and may return full-time at an undetermined date.
• All First 5 employees must live and work in California.
• The salary range for this position is $83,000to $118,000and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range.
• We conduct reference and background checks for all potential employees.

About First 5 Alameda County

First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.

Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.

First 5 Alameda County Benefits

We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.

We also offer paid vacation, paid time off and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.