Executive Administrator

Girl Scouts of Northern California • Alameda, CA

9d

About The Position

The Executive Administrator (EA) works in a fast-paced, deadline-oriented environment and is responsible for the day-to-day support operations of the Chief Executive Officer (CEO). The EA assists the CEO/HR with All Staff meetings and the Governance team with Board and Annual Meetings and other general support as needed. The EA uses discretion and maintains confidentiality in accomplishing their work. Key responsibilities and duties: Work across and with all council departments to accomplish the goals of the organization. Ensure CEO accessibility while using discretion and appropriate boundaries. Provide general administrative support such as maintaining files and records; answering calls; monitoring contracts; producing needed information; managing the CEOs calendar, including scheduling; and communicating. Conduct research and draft letters and other documents on behalf of the CEO. Oversee the department’s budget, tracking and analyzing monthly expenses. Maintain a database of executive contacts and prospects. Stay up to date on the latest technology that might enhance the effectiveness and efficiencies in the office of the CEO. Arrange travel and associated logistics for the CEO, Board members, council delegates and other council staff. Support the Governance team on the work of the Board of Directors and interfacing with the Board members as requested. Provide oversight and guidance on bylaws and parliamentary procedures. Provide talent to committees and task forces responsible for the Annual Meeting, All Staff meetings, and the National Council Session. Increase professional knowledge and skills by attending educational workshops; reviewing professional publications; and establishing and participating in professional networks/groups. Attend Girl Scouts events, receptions, and ceremonies as needed/requested. Support other senior staff as needed. Other duties as assigned.

Requirements

• Bachelor’s degree preferred.
• Five plus years’ experience as an executive assistant or executive administrator.
• Exceptional computer skills and full working knowledge of key programs, including database management software; Microsoft Office Suite, including Teams; and CRM, preferably Salesforce; AI.
• Working knowledge of parliamentary procedures.
• Possess a high level of interpersonal and customer service skills.
• Successful experience communicating verbally and in writing.
• Understand, respect and practice confidentiality and business ethics.
• Demonstrate a high level of time management and organization skills.
• Possess an ability to think critically and problem solve to create/find effective and efficient solutions.
• Demonstrate ability to address conflict in a timely and appropriate manner.
• Ability to handle multiple tasks simultaneously and work well under pressure with a sense of urgency.

Responsibilities

• Work across and with all council departments to accomplish the goals of the organization.
• Ensure CEO accessibility while using discretion and appropriate boundaries.
• Provide general administrative support such as maintaining files and records; answering calls; monitoring contracts; producing needed information; managing the CEOs calendar, including scheduling; and communicating.
• Conduct research and draft letters and other documents on behalf of the CEO.
• Oversee the department’s budget, tracking and analyzing monthly expenses.
• Maintain a database of executive contacts and prospects.
• Stay up to date on the latest technology that might enhance the effectiveness and efficiencies in the office of the CEO.
• Arrange travel and associated logistics for the CEO, Board members, council delegates and other council staff.
• Support the Governance team on the work of the Board of Directors and interfacing with the Board members as requested.
• Provide oversight and guidance on bylaws and parliamentary procedures.
• Provide talent to committees and task forces responsible for the Annual Meeting, All Staff meetings, and the National Council Session.
• Increase professional knowledge and skills by attending educational workshops; reviewing professional publications; and establishing and participating in professional networks/groups.
• Attend Girl Scouts events, receptions, and ceremonies as needed/requested.
• Support other senior staff as needed.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive