Executive Assistant

The Executive Assistant (EA) providesa wide range of functionstoensure the effectiveness ofthePresident & CEO and theManaging Director of Strategic Initiatives (MDSI)of a mission-driven nonprofit organization dedicated to providing healthcare to those who can least afford CEO sets the strategic direction for the MDSIsetsthefinal deliverables. TheEAimplementsand follows the MDSIs decisions and directionand ensures completion of assigned role is ideal for ahyper organizedtech savvypersonwho thrives on moving complex work forward across teams and position requiresexcellent judgement and decision-makingthe abilitytomanage confidential and non-routineinformationa proactivemindset and anaction-oriented candidatehasprecise attention to detailtheability to function with minimal supervisionexcellent written and verbal communication skillsandveryhighcustomer-serviceorientationincluding awillingnessto help with a diverse set of tasks and needs that come up throughout their daily Duties and Responsibilities:Executive Assistancetothe CEO and MDSIProactively manage the CEOs schedule in coordination with the MDSI including heavy calendaring and meeting and travel coordinationManage and triage CEOs internal and external communication including emails mail signature requests and other critical itemsOrganize and file important agency mail emails records and other importantpaperworkTrack andsubmitexpense reportsTrack projects and other initiatives and providetimelyupdatesCoordinateinternal and externalmeetings including schedulingpreparing meeting agenda and materialsrecordingand sharingmeeting minutes and following up on action items and deliverablesCoordinatelogisticsformeetingsretreatsdonor/funder visitsconference presentationsspeaking engagementsand other eventsOrganizecateringforin person meetings/retreats andspecial eventsAdministrative Headquarters Facility CoordinationMaintain consistent presence at the facilityand take ownership of the spaceMonitor supply levels and reordersupplies and equipmentas needed (office supplieshygiene suppliesprinter materials meeting supplies kitchen items etc.)Maintain organized supply storage areas and ensure supplies areneat and accessibleEnsurecommon areas(conference rooms reception kitchen shared workspaces)aretidy functional and ready for useCoordinate with Facilities/OperationsDepartmentonbuildingwideinitiativesrepairs cleaning needs or space configuration requests(submitIT/Facilitiesticketswhenissues arise and track completion)Maintain an organized system forreserving rooms and equipmentAnswer and triage telephone calls mail andin-personvisitsby staff clients and other guestsGreet and supportvisitorsandguestsand ensure all visitors adhere to safety protocols and have a smooth experience visiting the spaceOversee incoming and outgoing mail and packages for 986 Missionand ensuretimelyrouting toappropriate departmentsor individualsPrepare meeting spaces with materialsrefreshments signage or technical setup as directedSupport departments with events on site ( stafforientation graduation ceremonies donor/funder visits etc.)Maintain an updated HQ procedures guide and communicate relevant updates to staffServe as a pointofcontact for daytoday HQ logistical and administrativequestionsAdministrative Support for theExecutive Team forMDSI Led WorkTranslate decisions and strategic direction into organized workplans calendars and task listsandmanage followupwith executive teamin coordination with the MDSIAttend and scheduleinternal/externalmeetingsandin-person retreatsand coordinate all preand postmeetinglogisticsincluding preparing agendasensuringattendancetaking minutesorderingsuppliesand cateringand following up on tasksPrepare proof and format documents slide decks andother important executive documents andensure version control andtimelydistributionHandle sensitive information with discretionandmaintainorganized digital files and recordsBoard of DirectorsLiaison andManagementforMDSI Led WorkServe as the liaison between theCEO and MDSIand theBoard ofDirectorsProvide administrative and logistical support to theBoard ofDirectorsand the committeessuch as takeminutes file important documentsensure compliance with agendas board packets formal written reportsand otherrelativedocumentsTake and archive meeting minutesand keep organized for distribution to relative departments as neededProvide support with board stewardshipsuch as board recruitment and recognitionSchedule and attend board meetings committee meetings retreats andspecial eventsOrder supplies and catering for meetings and eventsCommittee and ProjectCoordinatingfor MDSI Led WorkParticipate as an active member oforganizationsEmployeeEngagementCommitteeand serve asthesecretary and projectcoordinatorfor theiDARE(DEIB) Steering Committee Project Management Committee (PMC) and the Modernization meetings track projectsmonitormilestones flag delays and surface risks to the MDSIAttend committee meetingstake structured notes and track follow-upsand ensure committee members complete assigned tasks on timeCoordinate input from multiple departments and stakeholders (collecting updates documents data etc.)and ensureeffectivecrossteam communicationAssistwith drafting formatting and assembling project deliverables such as reports presentations timelinesand summariesSchedule recurring and adhoc committee meetings secure meetingspacesor virtual links and ensure alllogisticsare in placePrepare agendas drafts and supporting documentsand ensure materials are distributed in advance and accessible to all participantsMaintain organized archives of agendas minutes and decision reminders status updates and follow-up communications consistent with MDSI expectationsSupport the onboarding and orientation of new committee members (e.g. sharing materials charter documents norms)Required KnowledgeSkillsand Abilities:Bachelors degree and at least2-4 yearsof related professional experience includingexperience with project management complex calendaring andschedulingandexternal stakeholder communicationMust be able tocommute and work out of the administrative headquarters 4-5 days per weekMust be able to travel to programs throughout Californiaas neededMust be able to work evenings and some weekends for events as neededCollaborative spirit; willingness to support colleagues and constituents ability to remain calm andmaintaina sense of humor in high- pressure situationsAbility to thrive under pressure; diplomatically multi-task and cope with uncertaintyExcellent written oral and interpersonal skills; ability tomaintaina professional demeanor while interacting with all types of stakeholders and consumersAbility to exercise common sense in routine and non-routine situations willingness to manage up as necessary and appropriateExcellent organizational skills; keen appreciation foraccuratefiling and recordkeeping systemsAbility tomaintainthe confidentiality of sensitive and non-routine informationExcellent computer skills including Microsoft Office Suite and Internet includingMicrosoft TeamsExperience working in healthcare social services or non-profit settingsExperience with board management project management and committee management