Executive Assistant to the Executive Director

Transitions Mental Health Asso • San Luis Obispo, CA

12d

About The Position

Reporting to the Executive Director, the Executive Assistant provides executive-level support to the Executive Director. The Executive Assistant must be creative and resourceful and enjoy working within a mission-driven nonprofit environment that is results-oriented, fast-paced and focused on serving the community. The ideal individual will have the ability to exercise good judgment in a variety of situations. This position requires strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

• Bachelor’s degree preferred, associate’s degree or relevant certification.
• Strong work tenure: five to ten years of experience supporting Senior Level Executives, preferably in a non-profit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office and Teams (Outlook, Word, Excel, and Power Point), Foxit PDF Editor, Adobe Acrobat, DocuSign and Social Media web platforms.
• Knowledge of TMHA programs preferred.
• Friendly and welcoming demeanor.
• Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills.
• Well defined organizational and time management skills.
• Ability to work independently and flexibly.
• Ability to work well within a team and maintain a professional, respectful attitude in the workplace.
• Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees.
• Ability to mindfully promote equality, respect, and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the other fascinating characteristics that make us different.
• Demonstrate the ability to successfully deliver culturally responsive services. Knowledge of the various dimensions of diversity including mental health, gender, race and ethnicity.
• Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure.
• Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level.
• Ability to be willing to work with supervisor oversight and direction.
• Must use reasonable precaution in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business.
• Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience, reliable transportation, proof of auto insurance, and DMV driving record that meets TMHA’s current vehicle insurance requirements. May be required to utilize personal vehicle and auto insurance.
• Ability to possess and maintain good physical and mental health.
• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.
• Must be able to successfully complete First Aid and CPR training.

Responsibilities

• Completes administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; composing and preparing correspondence that is sometimes confidential; arranging Board and committee meetings and agendas; compiling documents for meetings and preparation for meeting logistics.
• Plans, coordinates and ensures the Executive Director is enabled to maintain scheduled appointments and is aided in follow-through on commitments made.
• Communicates directly, at the direction of the Executive Director, with Board members, donors, staff, and others, on matters related to the agency’s many initiatives.
• Researches and follows up on incoming issues and concerns identified by the Executive Director, including those of a sensitive or confidential nature. Collaborates with the Executive Director to provide an appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Executive Director and internal programs and staff; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Executive Director to provide support, maintaining calendared commitments and responsibilities with appropriate follow-up. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.
• Provides leadership to build relationships crucial to the success of the organization, and tracks a variety of special projects, most of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including taking note of areas to follow up on tasks and projects, Board direction and other tasks that facilitate the Executive Director’s ability to effectively lead the organization.
• matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides relief support to the Executive Assistant to the Directors
• Understand, encourage and model trauma-informed practices in all services and activities.
• Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication.
• Serves as the Executive Director’s administrative liaison to Transitions – Mental Health Association’s Board of Directors.
• Assists Board members with meeting arrangements.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format, keeps attendance records and maintains bylaws and other Board-related documents.
• Serves as the Executive Director’s administrative liaison to government officials and donors.
• Participates as an adjunct member of the Administrative Team, coordinates the schedule of weekly program updates and takes action driven minutes.
• Assists in coordinating the agenda and logistics of senior management team meetings, off-site meetings and all-staff meetings.
• Facilitates cross-divisional coordination of meetings and other needs.
• Ensures that the Executive Director’s biography and head shot are kept updated and responds to requests for materials regarding the Executive Director and the organization in general.
• Edits and completes first drafts for written communications when requested.
• Maintains Executive Director list of contacts; work and cell phone numbers, and email addresses to ensure access and communication to partners and supporters.
• Works with the respective Directors in coordinating the Executive Director’s outreach activities.
• Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.

Benefits

• Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well.
• A few of our helpful employee benefits include membership discounts to various local fitness centers.
• We offer years of service gift cards to businesses of your choice.
• We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm.
• We host two employee appreciation events for employees and their families yearly.
• We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns.
• We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different!
• TMHA is also a pet friendly workplace (upon approval)!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree