Executive Assistant

Position: Executive Assistant

Accountability: Reports to Chief Executive Officer

Hybrid Status: N/A, Onsite Position

Job Status: Regular, Full-Time, Exempt

Date Revised: May 2024

EXECUTIVE ASSISTANT

ADMINISTRATIVE OFFICE - BERKELEY

A Better Way, Inc. offers a comprehensive approach to services for children and families. Our mission is to empower children and families to develop the insights, life skills, and permanent relationships that promote their social, emotional, educational and economic wellbeing. Our programs include therapeutic services, foster care, adoption, and parent advocacy. We offer competitive salaries and excellent benefits. We are currently seeking a tech savvy, proactive, and resourceful problem-solver with exceptional communication skills to join our Team as an Executive Assistant.

Role:

The Executive Assistant provides a wide variety of skilled administrative and proactive supports to the Chief Executive Officer (CEO), , Executive and Senior Leaders, and other staff as assigned by the CEO. The Executive Assistant performs general office duties; generates, monitors and maintains filing systems while maintaining data integrity. The Executive Assistant assists the CEO with Board communications and caries out other duties as assigned. Example of other duties include supporting management and staff by arrangement of training, classes, and travel; keep all marketing materials updated; keep monthly/quarterly reports current; assist with donation administration and contracts renewal.

Duties and Responsibilities:

The Executive Assistant is a trusted and important support to organizational leadership and is prepared to take on a variety of responsibilities as needed. These duties include, but are not limited to, the following:

General duties:

Prioritize, organize, and provide general administrative support to the C-suite and Board of Directors.
Handle details of complex and highly sensitive matters on behalf of the C-suite and Board of Directors.
Perform special projects such as researching, compiling, analyzing data, and synthesizing information to prepare executive briefings, reports and summaries.
Develop agendas for C-suite, Senior Leadership, Board of Directors, and committee meetings; disseminate meeting material packet.
Coordinate and manage meeting logistics; attend meetings; take and distribute minutes for C-suite, Senior Leadership Team, Board of Directors and Committee meetings. List, and assign identified follow up actions.
Support audit, compliance, and reporting activities
Represents and serves as liaison between the C-suite, Senior Leadership Team, Board of Directors and external Stakeholders.
Maintain key corporate documents and records.
Coordinate and oversee special projects as assigned by the CEO, ensuring deadlines and objectives are met.
Coordinate aspects of administrative operations through communication with administrative assistants at other A Better Way sites
Assume responsibility for assigned roles special projects like writing grants
Assist CEO and Communications & Marketing Manager in donor database maintenance, tracking of solicitations and contributions due-dates, write and track thank you letters
Follow up on projects assigned to managers by the CEO
Participate in joint meetings with County Liaison and Management team as needed.
Provide front desk and phone coverage at Berkeley office
Sort and distribute mail
Participate in required program and skill development training
Perform all other duties as necessary for the good of the program and agency
Other duties as assigned

Support in Contracts Monitoring and Management

Keep the Tracking Spreadsheet up to date and assist the CEO with the renewal process.
Support the grant writing team with project management, section compilation, and submission.
Other duties as assigned

Duties related to Finance

Execute and record physical & electronic bank deposits.
Process all vendor invoices (receipt, recording, routing for approval, & processing for payment) according to ABW protocol
Obtain signatures from CEO on various documents and ensure appropriate delivery
Assist with aspects of managers’ expense reconciliation as directed.
Gather and prepare material for outside audiences, such as:
ABW auditors
Contracting agencies performing their monitoring
Copies to be attached to billings (such as Solano school program)

Duties Related to Board Support

Coordinate scheduling of Board meetings and Board Committee meetings. Current committees include:
Executive Committee
Finance Committee
Administration Committee
Program Committee
Fund Development Committee
Audit Committee
Coordinate and assist with preparation/distribution of materials for Board and Board Committee meetings
Attend Board and Board Committee meetings as needed to assist with logistics and take minutes.
Submit minutes for approval and distribute final versions
Other duties as assigned

Qualifications:

Requires BA degree
Must have valid driver’s license
Intermediate to Advanced use of MS Office Suite including Word, Excel, and PowerPoint
Excellent interpersonal skills, including customer services skills, patience, and cultural humility
Excellent verbal and written communication skills
Ability to appropriately identify and prioritize emergent situations in the functioning of the agency.
Ability to represent A Better Way, Inc. in a positive and professional manner during telephone/written communication and in-person contact with staff, board members, clients, business associates, etc.
Ability to handle sensitive communication of private and confidential issues.
One year’s experience supervising at least one direct report.

Preferred Skills

Bilingual in Spanish preferred
Working knowledge of Salesforce, or experience with other CRM software[DC1]

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

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.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear.

Position Type/Expected Hours of Work

This is a full-time position. Days and hours of work are generally Monday through Friday, 9:00 a.m. to 5:00 p.m.

Occasional after 5:00 duties (e.g. for quarterly board meetings)

Not eligible for remote work except with manager approval to address temporary exceptional circumstances

Travel

Local travel to various worksites may be required.

Work Authorization/Security Clearance

Employees must pass a background check and receive TB and health clearances prior to employment. Compliance with company vaccination policy.

A Better Way is committed to workforce diversity. Qualified applicants will receive full consideration without regard to age, race, color, ethnic background, religion, gender, sexual orientation, HIV-status, national origin or disability. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

---