Executive Assistant

WELCOME TO YOUR CENTER

Established as a community non-profit in 1972, The Center provides targeted programs and services to the full diversity of the San Diego LGBTQ community. The mission of The Center is to enhance and sustain the health and well-being of the lesbian, gay, bisexual, queer, transgender, nonbinary, immigrant, and HIV communities for the betterment of our entire San Diego region. Our vision is to create a Center and Center culture where every person feels and knows that they are welcomed, valued, and supported. As the beacon for our regional LGBTQ community, we actively recommit to being a more vibrant, bold, innovative, safe, and modern center each day than the day before. The Center is sex-positive and provides advocacy and critical health and social support services to support our community members through all stages of life, focusing on our deeply held values of equity, social justice, and client-centered, trauma-informed care. The Center currently has over 100 staff working at nine facilities across San Diego County.

As of 04/01/2023, The Center has relaxed its COVID-19 vaccination requirement for employment. New employees are encouraged but not required to be vaccinated. The Center reserves the right to amend this requirement based on health concerns and/or governmental recommendations to protect the well-being of our community. If this requirement changes, employees will have 30 days to comply.

POSITION SUMMARY

The Executive Assistant will join the Senior Director of Executive Planning and Project Management in providing administrative support to The Center's Chief Executive Officer (CEO). Reporting to the Senior Director of Executive Planning and Project Management, the Executive Assistant will be responsible for managing the CEO's calendar, preparing and organizing the CEO's daily activities with support and backup materials, coordinating meetings of the Leadership Team, and performing other general administrative or clerical tasks as needed to manage the day-to-day operation of the CEO's office. The ideal candidate for this position is highly proactive, thrives in a dynamic work environment responsive to shifting priorities, and possesses the ability to handle multiple priorities and tasks, while paying close attention to detail.

PRIMARY ROLES & RESPONSIBILITIES:

• Support the Senior Director of Executive Planning and Project Management in running the day-to-day operations of the CEO's office. With guidance from the Senior Director of Executive Planning & Project Management, the Executive Assistant will be responsible for facilitating the daily schedule and managing the CEO's fast-paced calendar, including corresponding with Center staff, Board members, donors, community members, and external partners to arrange meetings.
• Prepare materials and coordinate logistics as needed for the CEO's schedule, such as creating or collecting meeting agendas from staff, reserving time for CEO review of materials, collecting travel details for offsite engagements, and arranging some travel plans and itineraries.
• Assist the Senior Director of Executive Planning/Board Liaison with managing logistics of Board meetings: coordinate audio/visual and teleconference equipment, production of all meeting materials, food and beverage for meetings, as well as meeting room and seating setup. Attend portions of Board meetings for support as needed.
• Coordinate distribution of agenda and materials for Senior Team and Leadership Team meetings and retreats; attend meetings to take notes as needed.
• In partnership with the Development Department, coordinate and track the CEO's fundraising efforts or other outreach in order to support the CEO's cultivation of ongoing relationships.
• Facilitate the CEO's review and approval of contracts, payments, and other documents and signature items, some of which may be urgent and/or confidential; ensure timely processing and return of completed items to the requester.
• Answer phone calls, monitor voicemail, and welcome community members meeting at The Center with the CEO.
• Create and manage purchase requests and expense reports for the CEO's office or for Board expenses; assist the Senior Director of Executive Planning and Project Management in tracking expenses against the office budget.
• Maintain organized electronic and paper filing structure for documents in the CEO's office, including records of contracts and other signature items, research, and meetings of the Board of Directors.
• Provide administrative support to the CEO, Senior Director of Executive Planning and Project Management, and the Senior Team as needed.
• Some flexibility in schedule is required due to the nature of business; availability on some evenings and an occasional weekend is required.

Required Qualifications:

• Education/Experience: At least 5 years of experience providing administrative support, including calendar management, to executive or senior-level management.
• Professional Skills:
  • Demonstrated experience with managing a fast-paced calendar, as well as standard office procedures and business correspondence.
  • Demonstrated skill and experience in proactively problem-solving in organizational settings.
  • Demonstrated ability to manage multiple tasks with shifting priorities.
  • Experience with proofreading correspondence, meeting materials, and other types of writing.
• Personal Skills:
  • Exceptionally high level of professional and personal integrity and tact; maintain the confidentiality of personnel-related and other sensitive information.
  • Meticulous attention to detail. Excellent verbal and written communication skills, including strong organizational, detail, and interpersonal skills; ability to establish and maintain effective working relationships with management, employees, clients, and the public.
  • Must demonstrate competence in working with diverse populations.
• Technology Skills: Must be comfortable working in PC/Windows-based environments. Must have strong proficiency with Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Language Skills: Fluency in English.

preferred QUALIFICATIONS:

• Education/Experience: 5+ years of experience as an Executive Assistant providing direct administrative support and calendar management to executive management.
• Other Experience: Prior experience working in a non-profit setting or in direct service, social justice, LGBTQ, and/or HIV organization. Those with lived experience as a member of a historically under-served community (i.e., low-income, communities of color, LGBTQ communities, immigrant communities, etc.)

COMPENSATION

• Compensation: The salary for this position is $70,096. This is a Full-Time, Regular Non-Exempt position.
• Benefits: The Center offers a robust benefits package, inclusive of Competitive Pay Scales, 401(k) Retirement Plan (with company match), Full Medical, Dental, Vision, and Chiropractic Health Coverage, Out-of-Pocket Optional Coverage for Spouses, Domestic Partners, and Dependent Children, Full-time and Part-Time Schedules, Generous Vacation and Holiday Benefits, Professional Training & Development Experiences, Opportunities for Promotion & Advancement.

Please review the current job openings by clicking the button below. If you believe you possess the heart and skills for any of these (or any other) exciting job opportunities, we encourage you to apply. Instructions for how to apply are included in each job announcement. We regret that we are unable to accept telephone inquiries.

Equal Opportunity Employer

The San Diego LGBTQ Community Center is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.