Administrative Assistant to the CEO

Ceres Community Project•Santa Rosa, CA

23h•$24 - $26•Onsite

About The Position

This role works directly with the Chief Executive Officer providing general administrative support and coordinating a wide variety of projects across the CEO’s areas of work including Ceres’ policy agenda, community-based, state and national coalitions, Ceres’ Affiliate Partner Program, and the Board of Directors. This role also manages the CEO’s schedule. The ideal candidate has the ability to interact in a professional way via email, phone and in-person with a wide range of people; is facile with technology including the Microsoft Office Suite and SharePoint; maintains confidentially about sensitive issues; works in a rapidly changing environment with multiple priorities and excellent attention to detail; and displays initiative, personal tact, integrity and good judgement.

Requirements

A commitment to Ceres Community Project’s Mission and Operating Principles.
At least two years’ experience in an administrative support role, preferred.
Ability to manage and follow-through on multiple tasks on timeline.
Excellent organizational skills and attention to detail.
Excellent written and verbal communications skills and the ability to communicate warmly and clearly.
Ability to maintain confidentiality.
Proficient in MS Office including Excel and PowerPoint.
Ability and desire to be in a work environment that values working as a team, relationships, and giving and receiving honest feedback.
Has a good awareness of self.
Ability to problem-solve and ask for help when needed.

Nice To Haves

Experience writing about policy issues a plus.
Experience with using Salesforce or other CRM databases a plus, including running basic reports.
BA or BS in public health or public policy a plus.

Responsibilities

Assist in managing CEO’s schedule and email; schedule
Support a variety of in-house and external meetings with agenda preparation, note taking and distribution, and follow-up on action items including Leadership Team and Staff Policy Work Group.
Develop and manage CEO’s LinkedIn account with at least two to three posts per week.
Work with the CEO and board co-chairs to support the effective functioning of the Board of Directors, including but not limited to:
Managing the onboarding of new board members;
Providing support and technical assistance for board and committee meetings;
Organizing board retreats;
Tracking board member volunteer hours;
Filing board meeting and committee minutes;
Completing annual conflict of interest reporting.
Provide general administrative support for key projects being led by or involving the CEO. These currently include: CBO Medi-Cal Coalition, Community Based Food Networks, and Community Resilience Stakeholder Advisory Committee, including scheduling meetings, agenda preparation, note-taking, distributing agendas and minutes, and overall support for the success of these efforts.
Track Ceres’ sign-ons to various letters of support and policy efforts throughout the year; prepare annual presentation for board of directors on Ceres’ policy efforts.
Support effective relationships with elected officials, ensuring we have accurate contact information for key staffers, that we keep electeds updated on key areas of Ceres’ work and that we reach out for an in-person meeting at least once a year as well as for holiday deliveries.
Provide overall coordination of Ceres’ National Affiliate Program to support participation in the program and success of our affiliates:
Receive, respond to, track and manage inquiries related to the National Affiliate Program and training.
With relevant staff, establish and manage the schedule for technical assistance calls related to the Client Program, Youth Program, Culinary Program and Volunteer Program. With staff leads, facilitate calls, take and report notes, and manage follow-up items.
Take notes for the monthly CEO/ED call and manage follow-up items.
Help plan and coordinate an annual Affiliate Convening.
Conduct annual survey to gather collective data.
Ensure affiliates are invoiced for and pay annual dues.
Provide a wide variety of general administrative support as needed, including preparing PowerPoint presentations, setting up Excel spreadsheets and entering contacts in Salesforce.
Maintain a high level of confidentiality in completing projects involving other employees, clients and/or funders; projects may include copying or scanning personal and confidential documents, as well as preparing documents that include confidential and protected information.
Perform special projects and other duties as assigned.