Executive Assistant

2 weeks ago

Alameda, United States First 5 Alameda Full time

The Executive Assistant coordinates and provides administrative, operational and procedural support to the Chief of Programs and assists with implementing projects, events, and contracts as assigned.
- Prioritizes, organizes, and provides all general administrative support to the executive leadership team (ELT).
- Serves as an administrative interface with key stakeholders to coordinate meetings and events.
- Administrative responsibility for managing and coordinating the calendar and travel coordination for the assigned leader(s).
- Prepares and reconciles expense reports for ELT.
- Works closely with ELT to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment, anticipating needs, and keeping ELT updated.
- Interfaces on behalf of and as a representative of ELT with external community partners, agencies, program participants, the general public, and First 5 Alameda County (F5AC) staff to provide program information and administrative coordination; provides follow-up as needed.
- Plans and provides administrative and logístical support to assigned meetings/trainings; coordinates responses, supports pre
- and post communications, arranges logístical details (ex, catering, equipment, room arrangements, preparation of meeting materials and documents), and takes, produces, and distributes minutes.
- Produces and distributes materials including correspondence, meeting agendas and minutes, Power Points, forms and program materials. Ensures ELT has materials required for meetings, conducts appropriate follow up, dissemination, filing and record keeping.
- Maintains supplies and materials, coordinates orders with agency Administrative Associate and outside vendors as needed.
- Recommends changes to and assists with developing administrative procedures or processes to increase operational effectiveness.
- Enters and maintains accurate electronic and paper records including database records, contract information and invoices, survey and study data, and other files.
- As requested, updates and maintains website and media information.
- Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports. Prepares timesheets. Prepares and reconciles expense reports for ELT.
- Provides general strategy/agency administrative support as needed.
- Additional duties and projects as assigned.

**Minimum Qualifications**:

- Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be one of the following:_
- Minimum of seven years of Executive Assistant or Senior Associate/Assistant experience in a public or private organization
- An Associate degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of required experience. A Bachelor’s degree may be substituted for an additional 2 years of required experience.

**Other**
- Some evening and weekends may be required
- May occasionally travel within Alameda County

**Knowledge of**:

- Office administrative practices and procedures, including records and file management
- Operation of standard office equipment; prefer experience with audiovisual equipment
- Microsoft Suite, Office 365 preferred, including intermediate Word, Excel, PowerPoint and Outlook; prefer some knowledge of SmartSheet, Access and Publisher
- Basic budgetary and financial record keeping techniques, including processing of invoices and contracts
- Research and report preparation principles
- Some knowledge of event or training logistics strongly preferred

**Ability to**:

- Work in a confidential manner, supporting agency-wide priorities and activities
- Work flexibly, manage competing priorities and maintain perspective and a sense of humor
- Strong communication skills, including the ability to produce succinct business memos and minutes
- Exercise political astuteness in planning, communication and interaction with First 5 staff, Commission and stakeholders
- Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization
- Support and deliver high quality customer service to a diverse population, in person and by telephone
- Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes
- Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
- Exercise judgment within established policies and procedures
- Take initiative and work independently with little supervision
- Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
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