Executive Assistant

Job Description

Job Description

ABOUT COMMUNITY ACTION PARTNERSHIP OF SAN BERNARDINO COUNTY

Community Action Partnership of San Bernardino County (CAPSBC) is a non-profit public benefit corporation and is one of the 1,100 Community Action Agencies nationwide dedicated to assisting low-income individuals and families become stable and self-sufficient. As the designated Community Action Agency for San Bernardino County, the largest county in the continental United States, CAPSBC is charged with serving over 800,000 low-income families and individuals, elderly and homeless residents of San Bernardino County each year. CAPSBC delivers services to 78 San Bernardino County cities and communities.

Mission: Community Action Partnership of San Bernardino County works with our communities by supporting, advocating for and empowering residents to achieve self-reliance and economic stability

Vision: Community Action Partnership of San Bernardino County is the premier social services agency that eliminates the effects of poverty.

Administration Mission: Creating an environment focused on effective leadership, organizational excellence, and professionalism, in supporting quality programs that result in economic self-sufficiency for our clients

POSITION SUMMARY

Under the direction of the Chief Executive Officer (CEO), the Executive Assistant provides a wide range of high-level executive and clerical support to the CEO, Executive Staff, and Board of Directors. The incumbent will provide support in the areas of schedule management, full cycle meeting support, file development, maintenance and retention, gatekeeping, travel management, contract management and other special projects as assigned. The incumbent will work in an environment exposed to highly confidential information, be in constant contact with the CEO, Executive Staff, members of the Board of Directors and guests and may be required to work after hours and on weekends as needed in support of the CEO, Executive Staff, and Board of Directors. The Executive Assistant must be professional, highly organized, courteous and exercise excellent judgement always.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assist the CEO with administrative tasks, including but not limited to maintaining the CEO’s appointment schedule by planning and scheduling and preparing meetings, conferences, teleconferences, and travel, contact lists, expense documents, time records, presentation materials, corporate records, and other Agency activities assigned, and general clerical needs.
2. Coordinate and confirm travel arrangements for CEO, Executive Staff and Agency Board members as assigned. This may include flight, hotel, car rental accommodations and other itinerary specifics.
3. Provide full cycle meeting support for the Board of Directors and board subcommittee meetings which includes recording and transcribing accurate minutes of each meeting, preparing meeting materials such as agenda and other supporting documents, preparing meeting packets, coordinating meeting logistic such as arranging for lunch, meeting locations, etc.
4. Assists with various Agency fund raising projects and events which may include event researching, compiling, arranging, and computing data, effective communication of event or project status and ensuring proper and timely completion.
5. Work occasionally on weekends and travel to meetings within the state.
6. Create and maintain filing system for administrative correspondence, confidential personnel files, logs, and records.
7. Manage office supply inventories, maintain office subscription and accounts, coordinate technical needs for the Agency (Microsoft Teams, conference line accounts, etc.), work with property management on announcements/needs, and various other office support responsibilities.
8. Screen phone calls, requests, and other interdepartmental inquiries on behalf of the CEO. Possess a strong knowledge of departmental programs, Agency activities and policies when fielding calls on behalf of the Agency.
9. Prepare contract briefs and revisions to summarize contractual requirements and budgets.
10. Format and produce complex documents from draft, notes, or voice transcription.
11. Review, analyze, log, and prioritize all incoming memos, submissions, and distributions on behalf of the CEO, Executive staff, and Agency Board members.
12. May be asked to independently compose correspondence, letters, reports, and technical materials not directly related to the CEO, Executive staff, or Agency Board members.
13. May be asked to create and maintain reports and databases as assigned.
14. Provide administrative support for key members of leadership team as needed.
15. Operate with an elevated level of confidentiality, honesty, integrity, and ethics.
16. Perform general administrative support as assigned.
17. Supervise clerical staff.
18. Provide vacation and temporary relief as required.
19. Other duties as necessary or assigned.

KNOWLEDGE, SKILLS, and ABILITIES

1. Outstanding written and verbal communication skills, with an ability to develop effective working relationships.
2. Excellent organizational skills with ability to meet deadlines and independently manage multiple tasks and timely follow-through, with flexibility to adapt quickly to changing priorities and needs.
3. Must be self-motivated, take initiative, able to perform work accurately and thoroughly and to work effectively with minimal supervision, exercising independent judgement and decision making.
4. Ability to maintain confidentiality and exercise excellent judgement.
5. Ability to communicate with, and work effectively with the CAPSBC Community Board, the public and other federal, state local agency representatives, and customers.
6. Ability to research, collect, analyze, and evaluate statistical and financial data.
7. Ability to plan, coordinate, and initiate actions necessary to implement recommendations or decisions.
8. Able to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
9. Able to read, analyze, and interpret general business publications, professional journals, technical procedures, and/or governmental regulations; draft reports, business correspondence, and procedures manuals; analyze and interpret contract language.
10. Knowledge of office procedures and practices, including filing systems, business correspondence, reception and report writing.
11. Able to effectively present information and respond to questions from Board of Directors, managers, staff, customers, and the public.
12. Able to represent the Agency with excellence and professionalism in all facets of the work.
13. Able to understand, model and articulate CAPSBC’s commitment to diversity, and have knowledge of Non-Profit, State, Government or Social Services contract administration.
14. Outstanding computer skills including advanced competency with Word, Excel, Outlook, PowerPoint required, knowledge of Adobe Creative Suite OR Full Adobe Suite, HTML, and WordPress, Photoshop, and/or Canva.
15. Must be able to operate Agency/personal vehicle for official business purposes in a safe manner.
16. Committed to ending poverty in San Bernardino County.

MINIMUM EDUCATION AND EXPERIENCE

1. Minimum AA degree, from an accredited university in public relations, communications, business administration, or related field. Bachelor’s degree preferred.
2. Minimum of three (6) years of recent paid experience providing support to high-level executive administration where responsibilities include project support and management, composing and routing correspondence, file maintenance and preparing meeting agendas.

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

• Position requires intermittent sitting, standing, walking, twisting, and bending.
• Simple grasping and hand manipulation, as well as reaching above and below shoulder level.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Must be able to lift objects weighing up to twenty-five pounds.
• Requires working indoors in a temperature-controlled environment with occasional exposure to outside weather conditions.
• The noise level in the work environment is typically low to moderate.

LICENSE, PERSONAL VEHICLE AND EMPLOYER PULL NOTICE PROGRAM

CAPSBC participates in the California Department of Motor Vehicle Employer Pull Notice (EPN) Program. Employees must maintain a valid and current California Driver License, be insurable, and have/maintain a safe driving record throughout employment. In addition, employees with a vehicle registered in their name must maintain state mandated personal automobile insurance coverage throughout the course of employment. Employees receive reimbursement per mile for use of his/her personal vehicle for business purposes (excluding driving from home and to work) based on the approved IRS mileage rate.

Equal Employment Opportunity (EEO) and Americans with Disabilities Act (ADA)

Community Action Partnership of San Bernardino County is an Equal Employment Opportunity (EEO) and American with Disabilities Act (ADA) employer.

This position description is only a listing of the essential responsibilities and not meant to be an exhaustive list of every duty and responsibility. This job description is meant to communicate expectations for minimal and satisfactory job performance and not intended to be an employment contract of any kind or type.