Executive Assistant

Saint John’s Program for Real Change (Saint John’s) mission is to provide a safe space for women and children to heal and develop the skills necessary to transform their lives. We accomplish our mission by holding to our vision to end the generational cycle of trauma and homelessness. 

We operate the largest residential program for formerly homeless women and children in the Sacramento region providing services 24 hours/day, 365 days/year, offering shelter, meals, childcare, and comprehensive support services, including Behavioral Health Services, Hands-on Employment Training, Career Education, and Family Services. 

Joining our team means becoming part of a community dedicated to making a real difference in the lives of those we serve. At Saint John’s, you ‘ll be part of something bigger – a mission-driven organization committed to making a lasting impact on our community. We are committed to fostering a supportive and inclusive work environment where teamwork, compassion and empathy are valued. You’ll be surrounded by dedicated colleagues who share your passion for service to others. We believe in investing in our staff and providing opportunities for professional growth and development because we recognize your work here will truly make a measurable difference. 

Why Join Saint John’s? 

• Mission-Driven Impact: Be part of a mission-driven organization dedicated to creating lasting change in our community. 

• Supportive Environment: Work in a supportive and inclusive environment that values teamwork, compassion, and empathy. 

• Dedicated Colleagues: Collaborate with colleagues who are equally passionate about serving others and making a difference. 

• Professional Growth: Benefit from opportunities for professional growth and development, as we invest in our staff to enhance their skills. 

Benefits/Perks of a career at Saint John’s 

• Choice of 7 medical plans 

• Choice of 3 dental plans 

• Vision, Life and Accident and Injury Insurance 

• Employee Assistance Program 

• 403 (b) 100% match for 1%–6% of pay 

• Paid Time Off includes: 10 paid holidays, 1 floating holiday, 5 sick days and up to 18 days of vacation per calendar year. 

TITLE                          Executive Assistant to the CEO

SALARY                     $25.00 to $35.00 per hour

CLASSIFICATION      Full-Time, Non-Exempt

LOCATION                 On Site Only - Jackson Rd. Sacramento, CA

SCHEDULE                Monday-Friday, 9:00am to 5:30pm 

About the Position… 

The Executive Assistant to the CEO provides high-level administrative support to the CEO, ensuring the efficient operation of the executive office. The Executive Assistant will oversee managing the day-to-day needs of the office, organizing and maintaining files and records, planning and scheduling meetings and appointments and the maintaining of the CEO’s calendar. The Executive Assistant will also manage projects, conduct research, prepare and edit correspondence, reports, and presentations. It will also be necessary to make travel arrangements for the CEO, provide quality customer service and run errands as needed. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The Executive Assistant will serve as a key liaison between the CEO and internal/external stakeholders and assist in various strategic initiatives. On occasion, the Executive Assistant will be expected to attend events during the evening and rarely on weekends. 

You’ll be responsible for… 

• Manages the day-to-day needs of the office  
• Prepares and edits correspondence, reports and presentations   
• Organizes and maintains files and records  
• Plans and schedules meetings and appointments and ensures the CEO is briefed and prepared prior to meeting   
• Provides general support to CEO including travel arrangements, scheduling and maintaining calendar and running errands as needed  
• Sets up and coordinates tours  
• Navigates all calls and voicemails for the CEO  
• Records all CEO contacts (meetings, emails, phone calls) in CRM/Salesforce  
• Makes purchases for the admin office and CEO  
• Prepares BOD correspondence  
• Prepares for and sets up (Board of Directors) BOD meetings and retreats  
• As part of the Development team, manages and maintains Development inventory (event supplies, marketing collateral, etc.)  
• Other duties as assigned.

You must have...

• Associate's degree
• Fluent in English language (spoken and written)
• Proficient knowledge of email, copiers, fax and internet
• Proficiency in Microsoft Suite
• An incredible passion for our mission 
• Critical thinking skills with proven attention to detail 
• Ability to work occasional evenings and weekends and travel as necessary
• Ability to exercise good judgment in prioritizing multiple tasks
• Accountability and self-motivation
• Effective handling of multiple assignments in a fast-moving environment
• Comfortable with and receptive to feedback; desire to quickly address feedback
• Strong written and verbal communication abilities
• High level of professionalism and discretion
• Strong interpersonal skills and ability to build relationships with stakeholders
• Proactive and able to anticipate the needs if the CEO

Physical Requirements 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The physical requirements for performing the essential functions of this position require the employee to be able to: 

• Standing/walking approximately 20% and sitting 80% of the time 
• Close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 
• Ability to hear and respond to simple and sometimes critical messages exchanged in noisy/high traffic areas. 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

It's a plus if you have… 

• Fluency in Spanish language (spoken and written) 
• Trauma informed training  
• Prior executive assistant to a CEO or C-level executives a plus 
• Experience working in a nonprofit organization 
• Familiarity with board governance and nonprofit operations 
• Knowledge of project management principles 
• Experience with event planning and coordination 

You'll be successful if... 

You’re a strong communicator. 

You take your role seriously and are a great communicator in verbal and written communication. You’re intentional about giving internal and external clients a positive interaction. 

You're organized and diligent. 

You can multitask because you keep things in order. You can handle and prioritize multiple projects of various origins at once. You follow through on every request, no matter how big or small. You keep your cool under pressure and know how to prioritize your responsibilities. And when you need help, you’re not afraid to ask. 

You’re exceptionally people oriented. 

You can relate to all types of people and you’re a skilled conversationalist. You enjoy meeting new people; developing and maintaining relationships is a natural tendency. 

You’re a problem solver and a strategic thinker. 

You find new and efficient ways to streamline and create processes to make things run more smoothly. You are analytical and can infer the implications and consequences of approaches and anticipate potential issues before they occur. 

You are a team player. 

You care more about overall results than personal recognition. You genuinely love collaboration and the process of working together to accomplish. You thrive in an environment where people are passionate about their work and mission. You’re excited to work cross-functionally with other departments. 

You are committed to promoting dignity, diversity, and equality. 

You believe in focusing on the solution, not the problem, and always write with dignity and respect at the forefront. 

You're detailed. 

You double and triple-check your work because you know that accurate data is crucial for an Accounting Department to operate successfully. You pay strong attention to detail, have excellent math, grammar, spelling, and proofreading skills. You care about the numbers being right and take the time to make sure everything reconciles or is set up to be error-proof. 

You're a self- starter. 

You can work unaccompanied, and you work just as hard and thoroughly by yourself as you do when someone is looking. 

Saint John’s Program for Real Change is an equal opportunity employer and does not discriminate because of age, color, gender, sexual orientation, disability, national origin, race, religion, marital status, or veteran status.