Executive Assistant

Job Description

Job Description

Lincoln Families is a workplace that is committed to strengths-based, culturally responsive, attachment-centered, and trauma-informed care.

JOB TITLE: Executive Assistant

SALARY: $75,000 - $80,000 annually

POSITION SUMMARY: Reporting directly to the President & CEO, the Executive Assistant provides a wide variety of skilled administrative, clerical and executive-level support for CEO and other Senior Management Team (SMT) members. This position is the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO which includes, but is not limited to, screening calls, mail and other inquiries and communicating on behalf of CEO and/or SMT. As the most senior administrative position in the Agency, responsibilities involve exposure to sensitive information and require considerable use of tact, diplomacy, discretion and judgment. The Executive Assistant serves as a liaison to the Board of Directors, attends Board or similar meetings to take, transcribe and distribute minutes, prepares Board packets, and coordinates all logistical details. This position also researches or analyzes data and develops reports for management decision-making and oversees special projects.

ESSENTIAL FUNCTIONS:

• Perform a wide variety of executive-level secretarial and administrative duties as required by daily operations in the CEO’s office.
• Develop and recommend office procedures and systems that coordinate activities and schedules, and ensure smooth operations.
• Research and analyze routine administrative projects for the CEO; prepare first draft reports on routine administrative matters.
• Independently create forms, reports manuals, filing systems and the like in order to facilitate completion of Agency business.
• Apply knowledge to gathering information from a variety of resources such as manuals, documentation, consultation with content experts in resolving technical issues and improving processes or operations.
• Research and document background materials for CEO projects.
• Receive and screen communications to the CEO including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention; prioritize, channel, and facilitate communication through the CEO’s office.
• Receive and distribute incoming mail for the CEO; review and evaluate mail to identify those items requiring priority attention of the CEO. Independently respond to letters and general correspondence of a routine nature.
• Provide follow up to assignments given to management staff by the CEO/SMT and report status to the CEO/SMT.
• Create charts, graphs, spreadsheets, memos, reports and presentations. Prepare and submit expense reports and other administrative duties as required.
• Maintain appointment schedules and manage CEO’s calendar; this includes scheduling requested meetings, calls and/or conferences and making travel arrangements as needed.
• Provide support for meetings by preparing agendas, summaries and handouts; order refreshments or food and arrange meeting locations.
• Attend weekly SMT, bi-monthly Board meetings, monthly Board committee meetings and other assigned meetings to take minutes and maintain required documentation. This responsibility includes assisting when requested to prepare and distribute agendas and other materials or coordinating logistics required for meeting (e.g., audio/visual equipment, room reservations) in a timely fashion.
• Manage an efficient file systems and/or databases vital to Agency operations such as private sector agreements and contracts, licenses, permits and various attachments; assures availability and provides this information as needed (e.g., for accreditation and audit purposes).
• Coordinate and help manage special events such as annual All Staff Celebration, special employee activities or meetings, etc.
• Support Board and Board Committees, maintain document files and archive as necessary; maintain web-based Board portal.
• Manage the process for Restorative Justice facilitators including contracts and scheduling.
• Track and report progress on agency-wide policies, procedures and strategic plan; this includes communicating with SMT and Board members to stay within timelines.

POSITION REQUIREMENTS: The Executive Assistant must be highly motivated and enjoy working within a non-profit environment that is mission-driven, community-based and results-oriented. Will be a positive, service-focused team player who is able to work independently in a fast-paced work environment and manage priorities effectively under the pressure of sometimes competing deadlines. Must have the ability to exercise sound judgment and quick thinking in a variety of situations, with strong written and verbal communication skills, and the ability to work effectively with staff members and stakeholders at all levels with cultural humility. Maintains the highest level of confidentiality, has exceptional organizational skills, and exhibits a continuous improvement mentality with the ability to design and implement administrative systems and procedures. Must be able to problem-solve and maintain composure and poise while handling crises effectively, be willing to adapt in ever-changing environment and demonstrate high reliability and stability in long-term commitment. The Executive Assistant must be extremely flexible in schedule/availability as this position may require an extended workday, including late evenings and weekends.

EXPERIENCE AND EDUCATION:

• Bachelor’s degree required (equivalent experience may be considered)
• At least 3 years of experience as administrative assistant with progressive responsibilities; previous experience at the Executive Assistant level is preferred
• Experience working with Board of Directors is helpful
• Excellent computer skills with intermediate to advanced skills in Microsoft applications (Word, Excel, PowerPoint) as demonstrated by third-party proficiency testing
• Google suite applications desirable
• Notary certification preferred (Lincoln will also support becoming a notary)

WHY JOIN LINCOLN FAMILIES:

• Salary: $75,000 - $80,000 annually

• Time Off : 4 weeks of vacation, 13 sick days, 5 additional CA paid sick leave days and 11 holidays (including 2 flex holidays); vacation and sick time begin accruing from day one of employment.

• Benefits : Medical HRA (Health Reimbursement Arrangement) plan with employer-paid premiums (100% employees and 50% dependents) and employer-paid deductibles with Kaiser; alternate plans also available at employee's cost for Sutter or Health Savings Account. Additional benefit offerings for dental, vision, flexible spending accounts, voluntary life insurance or long-term disability, commuter benefits, employee assistance and retirement!

• Affinity Groups and Equity Teams : we currently have an Employee Equity Council, a Management Equity Team and staff-run Affinity Groups.

• Wellness : Lincoln encourages and supports employee wellness by creating self-care plans with annual funding and also regular paid time for self-care each week.

• Professional Development/Training : Each year, employees can be reimbursed for expenses related professional licensing and other fees, as well as for professional development opportunities.

• Top Bay Area Workplace for 6 years running since 2021!