Executive Assistant

Community Action Partnership of San Bernardino•San Bernardino, CA

12h•Onsite

About The Position

Community Action Partnership of San Bernardino County (CAPSBC) is a non-profit public benefit corporation dedicated to assisting low-income individuals and families become stable and self-sufficient. As the designated Community Action Agency for San Bernardino County, CAPSBC serves a large population of low-income families and individuals, elderly, and homeless residents. The Administration Mission is focused on creating an environment of effective leadership, organizational excellence, and professionalism to support quality programs that result in economic self-sufficiency for clients. The Executive Assistant, under the direction of the Chief Executive Officer (CEO), provides high-level executive and clerical support to the CEO, Executive Staff, and Board of Directors. This role involves schedule management, full cycle meeting support, file management, gatekeeping, travel management, contract management, and special projects. The position requires working with confidential information, frequent interaction with key stakeholders, and potential work after hours and on weekends. The ideal candidate is professional, highly organized, courteous, and exercises excellent judgment.

Requirements

Outstanding written and verbal communication skills, with an ability to develop effective working relationships.
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.
Self-motivated, takes initiative, able to perform work accurately and thoroughly and to work effectively with minimal supervision, exercising independent judgement and decision making.
Ability to maintain confidentiality and exercise excellent judgement.
Ability to communicate with, and work effectively with the CAPSBC Community Board, the public and other federal, state local agency representatives, and customers.
Ability to research, collect, analyze, and evaluate statistical and financial data.
Ability to plan, coordinate, and initiate actions necessary to implement recommendations or decisions.
Able to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
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.
Knowledge of office procedures and practices, including filing systems, business correspondence, reception and report writing.
Able to effectively present information and respond to questions from Board of Directors, managers, staff, customers, and the public.
Able to represent the Agency with excellence and professionalism in all facets of the work.
Able to understand, model and articulate CAPSBC’s commitment to diversity, and have knowledge of Non-Profit, State, Government or Social Services contract administration.
Outstanding computer skills including advanced competency with Word, Excel, Outlook, PowerPoint required.
Must be able to operate Agency/personal vehicle for official business purposes in a safe manner.
Committed to ending poverty in San Bernardino County.
Minimum AA degree, from an accredited university in public relations, communications, business administration, or related field.
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.

Nice To Haves

Bachelor’s degree preferred.
Knowledge of Adobe Creative Suite OR Full Adobe Suite, HTML, and WordPress, Photoshop, and/or Canva.

Responsibilities

Assist the CEO with administrative tasks, including maintaining the CEO’s appointment schedule, preparing meetings, conferences, teleconferences, and travel.
Coordinate and confirm travel arrangements for CEO, Executive Staff and Agency Board members.
Provide full cycle meeting support for the Board of Directors and board subcommittee meetings, including recording and transcribing minutes, preparing meeting materials, and coordinating meeting logistics.
Assist with various Agency fundraising projects and events.
Create and maintain filing systems for administrative correspondence, confidential personnel files, logs, and records.
Manage office supply inventories, maintain office subscriptions and accounts, and coordinate technical needs for the Agency.
Screen phone calls, requests, and interdepartmental inquiries on behalf of the CEO, demonstrating knowledge of departmental programs, Agency activities, and policies.
Prepare contract briefs and revisions to summarize contractual requirements and budgets.
Format and produce complex documents from draft, notes, or voice transcription.
Review, analyze, log, and prioritize all incoming memos, submissions, and distributions on behalf of the CEO, Executive staff, and Agency Board members.
Independently compose correspondence, letters, reports, and technical materials as assigned.
Create and maintain reports and databases as assigned.
Provide administrative support for key members of the leadership team as needed.
Operate with an elevated level of confidentiality, honesty, integrity, and ethics.
Perform general administrative support as assigned.
Supervise clerical staff.
Provide vacation and temporary relief as required.
Perform other duties as necessary or assigned.