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Senior Executive Administrative Coordinator

2 months ago

Fresno, California, United States BLACK Wellness & Prosperity Center Full time
Job OverviewPosition Title: Executive Administrative Coordinator to the President & CEO

Classification: Salaried | Full-time | May require occasional work outside of standard hours
Department: Administrative Services
Reports To: President & CEO
Salary Range: $66,550 - $85,550
Travel Requirements: Local/State travel as necessary
Supervisory Duties: None

ORGANIZATIONAL CONTEXT
BLACK Wellness and Prosperity Center is a research-oriented social enterprise dedicated to enhancing the effectiveness of equitable policies and programs. The organization champions Belonging, Love, Affinity, Community, and Kinship through culturally relevant system enhancements throughout the maternal health continuum, aiming to improve outcomes for Black women and their families. BWPC recognizes racism as a fundamental cause of negative maternal and child health experiences for Black individuals, particularly the detrimental effects of Anti-Black Racism throughout their lives.

BWPC PRINCIPLES
BWPC is grounded in factual information and emphasizes trust and equity. If you have inquiries, please ask. Avoid making assumptions. If concerns arise, communicate them directly. We foster a unified environment without cliques. BWPC encourages profound transformative thinking.

BWPC COLLABORATIVE FRAMEWORK
  • Provide suggestions for process enhancements when applicable
  • Engage in developing best practices, sharing resources, and ongoing training
  • Ensure all materials align with BWPC's mission, vision, and values
  • Contribute to the design of new program initiatives
  • Adhere to the BWPC Principles
POSITION SUMMARY
The Executive Administrative Coordinator will deliver high-level administrative assistance to the President & CEO, facilitating the efficient operation of the office and allowing the President & CEO to concentrate on strategic initiatives. The ideal candidate will be proactive, exceptionally organized, and adept at managing various tasks independently, efficiently, and accurately.

KEY RESPONSIBILITIES
The primary responsibilities include, but are not limited to:
  • Oversee and manage the President & CEO's calendar, including appointments, meetings, and travel logistics
  • Draft and refine correspondence, communications, presentations, and other documentation
  • Act as a representative of the President & CEO with key stakeholders, elected officials, and media
  • Attend meetings and document minutes
  • Coordinate meeting logistics, including venue reservations, catering arrangements, and material preparation
  • Review and assess incoming memos, submissions, and reports to gauge their importance and distribute accordingly
  • Serve as the main liaison between the President & CEO and internal/external parties
  • Screen and direct phone inquiries and manage correspondence
  • Handle confidential information with professionalism and discretion
  • Organize and maintain both electronic and physical office filing systems
  • Assist in planning and executing special projects and events
  • Monitor project timelines and deliverables to ensure compliance with deadlines
  • Conduct research and compile data for reports and presentations
  • Prepare and process reports, invoices, memos, letters, financial statements, and other documentation
  • Conduct research, compile data, and prepare materials for executive review
  • Support budget tracking and financial reporting
  • Collaborate with administrative team members on relevant matters
  • Assist in coordinating team activities
  • Demonstrate self-direction and motivation
  • Manage sensitive information with confidentiality
  • Perform additional duties and training as required
  • Execute other assigned tasks
JOB DIMENSIONS
  • Leadership: Must demonstrate initiative and effectively lead all aspects of program implementation while organizing tasks efficiently
  • Decision-Making: Ability to operate and make decisions in ambiguous situations within the scope of authority
  • Work Standards: Maintain regular attendance and punctuality
  • Technical Skills: Quick to learn and utilize new software
  • Collaboration: Work independently and collaboratively; receptive to constructive feedback while maintaining confidentiality
  • Communication Skills: Strong attention to detail with the ability to build rapport and maintain professionalism with diverse community members
  • Flexibility: Adaptable, accountable, and reliable; able to work in a fast-paced environment and adjust to changing needs
  • Comprehension/Analysis: Ability to interpret various forms of instructions and analyze, organize, document, and communicate specific needs
  • Humility: Engage with diverse populations in a non-judgmental manner
  • Integrity: Maintain discretion, confidentiality, and ethical conduct at all times
  • Stress Management: Recognize personal wellness needs and practice self-care
EDUCATION AND EXPERIENCE
  • Bachelor's degree preferred
  • Minimum of 5 years of experience in an administrative or executive assistant capacity
REQUIRED QUALIFICATIONS AND EXPERIENCE
  • Advanced written and verbal communication skills in English
  • Exceptional organizational, decision-making, and time-management abilities
  • Capacity to work independently and collaboratively
  • Strong interpersonal communication skills
  • Advanced technical and computer skills
  • Proficient in learning and mastering new software
  • Ability to navigate and make decisions in uncertain environments
  • High attention to detail and accuracy
  • Ability to manage sensitive information confidentially
  • Proactive with the ability to anticipate needs
  • Professional demeanor and strong interpersonal skills
  • Reliable transportation required
  • Availability for weekend and evening work as needed
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this role. Reasonable accommodations may be made for individuals with disabilities. While performing the duties of this position, the employee is regularly required to communicate verbally and audibly. The employee frequently uses hands or fingers to handle objects or controls. The employee is often required to stand, walk, sit, reach with hands and arms, and occasionally lift or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The work environment noise level is typically moderate, and the emotional context may involve discussions of racism, health disparities, and maternal health inequities. Exposure to infectious diseases and hazardous materials common to community clinic settings may occur.

Frequent oral and written communication with internal and external stakeholders, vendors, and partners is required, along with timely data entry and electronic communication using various software.

Work may be required at various locations within the community. Consistent punctuality and preparedness for work, meetings, and events are essential.

WORK METHODS
  • In-person
  • Reports to: President & CEO
COMPENSATION AND PAY SCALE
Full-time salaried position. Pay grade VI. Salary range: $66,550 - $85,550 based on skills and experience.

EQUAL OPPORTUNITY STATEMENT
BLACK Wellness & Prosperity Center is an equal opportunity employer, maintains a drug-free workplace, and complies with ADA regulations. We do not unlawfully discriminate against any employee or applicant based on race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military status, or veteran status, in accordance with all applicable State and Federal laws. BWPC does not discriminate against applicants or employees regarding reproductive health decision-making.