Senior Executive Assistant

North Bay Regional Center•Napa, CA

21h•Hybrid

About The Position

The Senior Executive Assistant performs work directly related to the office of the Executive Director and Executive Leadership Team. This position must use discretion and independent judgement while performing high-level administrative duties. The individual must be highly self-motivated, professional, and capable of independently managing and prioritizing responsibilities and tasks while working in a fast-paced environment. Overall, the Senior Executive Assistant will provide a wide range of confidential and executive-level administrative services for the Executive Director, the NBRC Executive Leadership Team, and the Board of Directors. Additionally, the Senior Executive Assistant will provide general oversight of the Executive Assistant(s).

Requirements

A minimum of 5 years of hands-on experience in a role supporting senior leadership, including oversight of all aspects of internal communications, project management, events management, office management, and calendar management.
Must be able to regularly and independently travel to all NBRC offices within catchment area to provide administrative support.
Must be able to occasionally travel to attend meetings outside of catchment area.
If operating own vehicle, provide minimum automobile liability insurance as required by California Law.
Must be able to work outside of standard working hours to attend and support Board of Director Committee meetings, both remotely and in-person.
Excellent written, verbal, and interpersonal communication skills, to include superior customer service skills.
Advanced skills using computers and software applications such as Microsoft Office 365 (Outlook, Excel, PowerPoint, Word), SharePoint, Laserfiche, SignNow, Zoom, TEAMs, and other collaboration tools.
Self-starter, with the ability to independently work on complex problems and organize multiple priorities.
Demonstrated critical thinker, and innovative problem-solver.
Strong problem-solving skills with the ability to make quick, sound decisions.
Ability to perform and prioritize multiple responsibilities simultaneously, with exceptional organizational and project manager skills, paying special attention to detail.
Understands how to tactfully “manage up” and operate with considerable independence to effectively establish priorities and work effectively under time constraints.
Demonstrated ability to maintain confidentiality of sensitive information with integrity and discretion.
Desire to incorporate feedback into practices, along with an openness to grow professionally and develop new skills.
Brings an inherent sense of personal responsibility, integrity, and a high level of flexibility to the position.
Strong background in office management practices and procedures, including filing, record-keeping, and the operation of standard office equipment.
Solid understanding of the proper form(s) for typed materials.
Knowledge of business arithmetic, to include percentages and decimals.
Ability to use the English language correctly, including spelling, grammar, and punctuation.
Must type at a minimum rate of 60 net words per minute from handwritten or printed copy.

Nice To Haves

Bilingual Spanish/English skills are preferred.
Minimum experience qualifications may be waived depending on the agency’s need for specialized skills (such as language abilities).
Fluency in a language in addition to English, is preferred.

Responsibilities

Creates and edits documents using a computer and appropriate software.
Creates and maintains effective tracking methods to ensure project follow-up and completion for self and others.
Responsible for confidential correspondence.
Answers phones, responds to emails, provides appropriate information to the public or refers them to proper individual.
Uses independent judgement to determine priorities for various assigned projects.
Maintains effective communication between the Executive Director and chairperson of the Board.
Coordinates the Executive Director’s schedule.
Provides support to other management staff and administrative staff.
Types the Executive Director's correspondence and reports as requested.
Composes correspondence for own signature and Executive Director's signature.
Takes and transcribes minutes at Board and Committee meetings.
Prepares and distributes Board and Board Committee packets, follows-up on Board minutes.
Types correspondence and reports for Board members.
Informs Board members of meeting dates.
Schedules Executive Director's, Board’s, and Board Committee members’ travel and commitments.
Prepares special reports and charts.
Proactively maximize the Executive Director’s time and effectiveness by managing travel, calendars, prioritizing appointments, and arranging meetings (internally and externally).
Manage heavy incoming and outgoing communication on behalf of the Executive Director via email, phone, and text messaging.
Work closely with the Executive Management Team to prepare for, and support, Board meetings and community meetings by owning the logistics and operations of these events, creating and distributing materials, taking meeting minutes, recording action items and providing appropriate follow-up and support for assignments.
Provide general oversight of Executive Assistant(s) to ensure all tasks and responsibilities under their purview are completed.
Coordinate meetings and retreats for the Board of Directors.
Prepare and finalize minutes and follow up on assigned projects.
Regularly attend and take minutes, often in-person, at NBRC Board of Director meetings, including Board Committee Meetings.
Compile and distribute Board and Board Committee packets within established timelines.
Organize and support Board and Committee retreats and special events.
Organize and support various employee events such as Employee Appreciation/Recognition Event, holiday events, etc.
Support all logistical arrangements for leadership training events
Attend meetings outside of established working hours remotely and in-person, when necessary.
Distribute and maintain a variety of records of meetings in agency filing system.
Work with the NBRC Executive Leadership Team to support ongoing organizational priorities on an ad-hoc basis, i.e., events management, retreats/summits, community meetings and/or leading special projects as needed.
Function as a gatekeeper to all incoming communication for the Executive Director in a professional manner, as well as promptly document and distribute pertinent information to all necessary parties.
Generate internal and external correspondence, publications, media documents, grant applications, and other written materials with clarity and finesse.
Compose and prepare business letters, memos, and reports.
Prepare and distribute Board orientation packets for newly appointed Board members.
Receive, sort, distribute, and process incoming mail, also ensure all collateral is labeled and delivered for external meetings and presentations.
Perform general administrative duties, such as credit card reconciliation, expense reimbursements, and other related items.
Attend and actively participate in task force/strategic meetings and activities.
Provide input and completes projects within established timelines.
Maintain stakeholder confidence and protect operations by keeping information confidential.
Assist members of the Executive Management Team with miscellaneous tasks, i.e. order/pick up lunch for meetings.
Accurately compose routine correspondence from brief written or verbal instructions in a professional manner.
Effectively and accurately organize, prioritize, and maintain accurate files and work activities, optimizing use of agency computer systems.
Compose routine correspondence from written or verbal instructions.
Use initiative and sound independent judgment within established guidelines.
Perform all work accurately and independently.
Read, interpret, and follow complex policies, procedures, laws, and regulations.
Operate standard office equipment, including computers, copiers, printers, etc.
Prioritize work and coordinate multiple activities to meet deadlines.
Understand and comply with verbal and written instructions.
Perform work under stressful conditions, as required.
Interact tactfully and effectively with those contacted in the course of work.
Maintain strict confidentiality in the course of work in accordance with agency policy.
Attend all meetings with punctuality.
Maintain current workload with accurate and complete documentation.
Communicate effectively in person, on the telephone and in writing.
Make sound decisions with a minimum of direction and analyze and find effective solutions to problems.
Notify supervisor of schedule changes, i.e., use of accrued time-off benefits and adhere to a reliable work schedule, i.e., punctuality in reporting to work and in using consistent sign-out methods.
Accurate and timely recording on time sheet and mileage forms.
Represent the agency's philosophy, policies, and standards in a professional manner in the community and in the office.
Maintain a high level of personal and professional conduct.
Other duties as assigned.

Benefits

CalPERS Retirement Plan
CalPERS Medical Insurance Plans, with generous employer contributions
Dental Insurance, with zero cost for employee only coverage
Vision Insurance, with $5/month employee cost share for employee only coverage
Flexible Spending Accounts for Medical and Dependent Care
100% Employer Paid Life Insurance
Generous vacation and sick accrual policies
Employee Referral Reward Program
15 Paid Agency Holidays/year
CalPERS 457 Supplemental Retirement Plan
Bi-lingual language differential: For those speaking, reading and writing other than English – $225 per month
For those speaking a language other than English – $150 per month
For those using American Sign language – $200 per month