***To apply, please complete our online employment application at: https://www.hopeservices.org/job/executive-assistant-to-the-ceo-temporary/
While this assignment is temporary, there is potential to transition into a permanent position!
Hope Services is the Bay Area’s largest non-profit agency, providing a wide array of quality services for persons with developmental disabilities since 1953! We are currently seeking an experienced and reliable Executive Assistant to fulfill a temporary assignment supporting our CEO in our San Jose headquarters.
About the position:
The Executive Assistant (EA) provides high-level administrative support and assistance to the Chief Executive Officer and Executive Team. The EA will have direct contact with the Board and Committee Members, donors, government officials, grant writer, social media and the general public, preparing and distributing agency materials as assigned. The EA will attend all Board and committee meetings and coordinate all materials, agendas and minutes. The EA requires high level independent judgment to plan, prioritize and organize the office workload, prepare non-routine correspondence and handle highly confidential and sensitive information. The EA will represent the CEO on an as needed basis.
Responsibilities:
The following responsibilities represent the essential functions of the position. An employee in this classification is responsible for carrying out all of the following functions:
1. Support the work of the CEO and Executive Team; Anticipate the CEO needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
2. Manage external contacts for CEO, proactively understanding who they are, which are priority contacts and keep track of periodic communication needed for priority contacts. Act as the CEO’s representative and ambassador to external constituents as directed.
3. Manage the daily schedule of CEO, ensuring that he knows his schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
4. Effectively manage contacts and relationships with Board Members, and board meeting logistics, and acting as a first point of contact for Board Member queries.
5. When the CEO chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations/meeting documents and coordinate scheduling.
6. Act as the lead in preparation for Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for board material preparation, producing a final draft of the Board Report, and compiling financial and client data for dashboard reports.
7. On own initiative, process/compose correspondence/reports for CEO’s and/or executive team replies.
8. Coordinate and prepare material for program tours for prospective Board Members, donors, and other external contacts.
9. Manage CEO travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel arrangements, agendas and necessary contacts, and other necessary preparations.
10. Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
11. Handle confidential information in a professional and discreet manner.
12. Assist in the data gathering, writing, and submission of grant reports and applications.
13. Ensure various administrative tasks are done in an effective and efficient manner, including copying, scanning, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
14. Process and maintain expenses for CEO and submit monthly reports to accounting department.
15. Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special projects at the request of the CEO, which may include; planning and coordinating multiple presentations, disseminating information, and organizing events.
16. Support the Executive Management Team members as assigned.
17. Manage and update various online accounts for CEO and marketing (e.g. FasTrak, Constant Contacts, Guide Star, Authorize.net, CommitChange)
18. Coordinate the logistics of one annual Executive Management Team retreat.
19. Drive own or agency vehicle to meetings and other venues, as required; documenting and reporting mileage according to agency procedures; comply with agency vehicle policy at all times.
20. Complete and submit accurate timesheets and absence reports to management in a timely manner.
21. Actively nurture and advance the cooperative, harmonious and teamwork oriented environment Hope strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures.
22. Perform other related duties, responsibilities and special projects as assigned.
Qualifications:
BA/BS from an accredited college/university is required. Previous experience working in a non-profit, specifically in a community based behavioral health organization, is highly desired. Minimum three years’ experience providing direct support to a C-Level executive is preferred.
Required Skills:
1. Must be passionate about Hope’s mission.
2. Experience working with board members and handling board relations, coordinating board meetings and composing meeting minutes.
3. Excellent oral and written communication skills, including an ability to write a variety of materials to different audiences.
4. Excellent time management skills, with the proven ability to continuously manage multiple tasks and deadlines simultaneously.
5. Must have excellent computer skills, including extensive work with Microsoft Office (Word, Excel, Publisher, et cetera). Experience with website management, social media web platform, and software applications including Adobe Photoshop, Illustrator, and InDesign is highly preferred.
6. Problem solving–identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
7. Customer Service–manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
8. Quality management–looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
9. Planning/organizing–prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
10. Adaptability–adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
11. Dependability–is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
12. Safety and security–the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
13. Must be a dynamic self-starter with demonstrated ability to work independently on special projects.
Do you have what it takes to make a difference?
Inspire and be inspired! Hope Services takes immense pride in maximizing our employee engagement. Will you join us??
Winner, 100 Best Places to Work, Silicon Valley/San Jose Business Journal!
Visit http://www.hopeservices.org to find out more about us and the people we serve and apply directly on line.
Hope Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetics, sexual orientation or sexual identity. In addition to federal law requirements, Hope Services complies with all applicable state and local laws governing nondiscrimination in employment.
Job Types: Full-time, Temporary
Salary: $4,200.00 to $5,350.00 /month
Experience:
- executive support: 3 years (Preferred)
Work Location:
- One location
Find one job in US 