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Executive Assistant
2 months ago
Summary
The Executive Assistant is responsible for all matters pertaining to Kheir’s C- Level Executive Leadership, which includes the CEO, CFO, COO and CAO . The assistant will be responsible for managing the C- Level Executive Leadership’s calendar and correspondence; communication with staff, Managers, and the Board; upholding relationships with board members, donors, and others important to the affairs of the organization; creating focal reports and presentations for the Executive office and staff team as necessary; monitoring staff report deadlines & quality; preparing for staff & board meetings; supporting/organizing large-scale events for staff and board; managing paper and electronic records; and completing projects as assigned.
ESSENTIAL JOB FUNCTIONS
- Provide daily reception, telephone & administrative support for C- Level Executive Leadership & office operations.
- Assist with program events & meetings.
- Manage budget records & payment requests.
- Maintain confidential files.
- Draft correspondence to staff and vendors.
- Create internal and external communication materials (including marketing and customer communication fliers), specific to the C-suite needs.
- Update, record and maintain electronic and hard copy client, contact and administrative filing system and database.
- Perform general clerical duties to include but not limited to: photocopying, mailing, filing, office organization, shipping, and various errands as needed.
- Perform hospitality duties, including greeting guests, ordering & setting up for meeting meals, arranging site visits, providing “gatekeeper” support for administrative office, etc.
- Prepare long term and short term projects, reports, correspondence, and other materials accurately, following established guidelines and procedures with little or no supervision.
- Coordinate staff calendars so that everyone attends meetings and they are prepared with the necessary and proper transportation, lodging arrangements, briefing, paperwork, documents, notes and supplies.
- Brief C- Level Executive Leadership and staff before meeting, take detailed meeting minutes, and debrief information to necessary parties.
- Serve as the liaison between C- Level Executive Leadership with other department heads and staff.
- Collect outgoing mail from all staff, open and distribute incoming mail and if necessary respond to mail along with emails, and letters.
- Assist completing certificate renewals, doctor privilege application, and credit applications for the organization.
- Update, record and maintain electronic and hard copy client, contact and administrative filing system and database.
- Identify and spearhead special projects.
- Other duties as assigned.
- Assist in planning, organizing & implementing special events, meetings, and funding campaigns for development/fundraising purposes.
- Assist in building the capacity of programs as directed.
- Conduct internet research on various topics & processes.
- Other duties as assigned.
KEY RESULTS
- Effectively leverage C- Level Executive Leadership time, screen/prioritize appointment requests.
- Uphold responsibility for calendar management, requiring excellent communication skills, to include the coordination of meetings for the Executive office, management, staff teams, and board.
- Arrange amenities for meetings as necessary.
- Assist C- Level Executive Leadership with preparation & review of reports, presentation materials & other documents including agendas, minutes, thank you notes, etc., maintaining confidentiality where appropriate.
- Prioritize & manage multiple projects simultaneously.
- Orchestrate staff and Board retreats, including facilitation of special events and functions.
Qualifications
- Maturity and ability to work with difficult people & situations.
- Maintain confidentiality for any and all matters related to the C-suite.
- Ability to follow and provide detailed instructions.
- At least 3 years’ experience as Administrative Assistant. Submit to background check and sign confidentiality disclosure.
- Strong sense of judgment, discretion and confidentiality.
- Strong knowledge of MS Office software (Word, Excel, PowerPoint & Outlook) & other related experience (DocuSign, GoogleDrive, GoogleMeet).
- Reliable transportation. Occasional evening and weekend work.
- Exceptional attention to detail & accuracy, including proofreading skills.
- Ability to interact with multiethnic clientele, especially those whose native language is not
- English.
- Ability to prioritize duties, multi-task in a fast-paced environment and apply common sense when carrying out duties.
- Must have a valid CA Driver’s License, auto insurance & everyday access to a reliable vehicle.
