Executive Administrative Assistant

JOB SUMMARY:

The Executive Administrative Assistant (EAA) reports to the External Affairs Manager and provides comprehensive administrative support to the Chief Executive Officer (CEO). The EAA assists the External Affairs Manager and CEO with daily administrative functions board/donor communications and meetings recordkeeping to support organizational governance and research and writing to advance the agencys mission-driven strategic plan particular the EAA will be responsible for administrative functions that support the agencys goal of developing housing and programming for pregnant and parenting transition age addition the EAA supports the Chief Operating Officer (COO) and other members of the executive team with administrative duties and special projects.

ESSENTIAL JOB DUTIES:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skills and/or abilities required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Act as a board liaison supporting clear communication between the executive office and Board of Directors
• Organize and manage an active calendar of appointments
• Arrange detailed travel plans itineraries and agendas
• Prepare expense reports and other required documentation
• Help manage agencys news media subscriptions
• Provide administrative and technical support to coordinate in-person remote and hybrid meetings
• Take clear and concise meeting minutes
• Maintain document filing systems for the executive office while ensuring compliance with records retention procedures and other agency policies and legal or contract requirements
• Ensure discretion and confidentiality at all times (this position will have access to highly confidential information)
• Conduct prospect research on individuals corporations and foundations to support the CEO with solicitations
• Maintain up-to-date information about prospects and donors in donor database
• Support the preparation and writing of key donor correspondence and grant proposals/reports
• Provide staff support for fundraising and cultivation events
• Prioritize flow of information for External Affairs Manager and CEOs review; conserve CEOs time by reading researching and routing correspondence signature requests and other clerical needs
• Support the COO with administrative duties and special projects
• Assist External Affairs Manager with public policy research and tracking (monitoring and updating database)
• Support External Affairs Manager with strategic communications work (website social media etc.)
• In accordance with our team philosophy the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description
• Believe in and act in accordance with both the Agencys and the programs mission/vision statements adopted theoretical frameworks and philosophy

QUALIFICATIONS & EDUCATION:

• Bachelors degree preferred
• 3 years of stable administrative experience preferred; at least 2 years executive assistant or equivalent experience preferred
• Ability to represent the agency in a positive professional manner is essential; direct customer service experience a plus
• Demonstrate professionalism diplomacy and discretion when interacting with colleagues executives clients funders etc.
• Must be detail-oriented and possess excellent organizational and analytical skills with the ability to multitask prioritize complete work accurately meet deadlines and follow through
• Excellent verbal/written communication skills and strong interpersonal skills
• Skilled at writing analyzing and synthesizing information and proofreading and editing
• documents
• Flexible and collaborative; able to work well with minimal supervision and as a member of a team
• Demonstrate proactive approach to problem-solving
• Experience with nonprofit organizations (as an employee or volunteer) a plus
• Bilingual in English and Spanish a plus
• Strong computer skills including Microsoft Office
• Passionate about learning and possessing curiosity about issues affecting children and families
• All employees regardless of position serve as role models for children and families who are served by our agency
• Staff must believe in and act in accordance with both the Agencys and the programs mission/vision statements adopted theoretical frameworks and philosophy
• Fingerprint background clearance (DOJ FBI & Child Abuse Clearance Index) or approved exemption
• Successful completion of pre-employment physical PPD/TB test/risk assessment proof of immunizations for pertussis (Tdap) measles (MMR) and influenza (can decline)
• Class C drivers license proof of insurance a safety record acceptable to CAA and reliable transportation required

We seek to hire qualified staff who reflect the rich diversity of the communities we serve and can advance our mission. We define diversity in broad terms to include race ethnicity nationality age gender religion sexual orientation gender identity and expression disability geography socio-economic status lived experience that relates to our mission and the communities we serve etc. This is a priority for every one of our hires inclusive of management and senior management level role