Senior Administrative Assistant, Executive Office

5 days ago

Sacramento, California, United States California School Boards Association Full time
Job Description Job Description

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SUMMARY

Under general supervision of Director, Executive Office Administration and Leadership Support, performs a variety of administrative, secretarial and office support duties of considerable complexity requiring thorough knowledge of the department, its procedures and operational details; provides administrative support to management and departmental staff; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing, data entry and typing; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, research projects and department programs; and performs related work as required.

  This position is eligible for a hybrid work schedule, with a minimum of three days in-office and two days working remotely.

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Provides direct comprehensive organizational support and administrative assistance in the Executive Office, including but not limited to staff, officers, the Board of Directors Delegate Assembly and committees.
  • Provides administrative support to department activities, including but not limited to the following: composes, types, edits and proofreads a variety of documents; assists in developing agendas and other meeting materials; attends meetings; takes, transcribes and distributes meeting minutes; follows-up with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc..
  • Promotes the mission and values of the Association through modeling and exhibiting the Association's values of integrity, collaboration, excellence, accountability, innovation, respect and service; uses tact, initiative, prudence and independent judgment within general policy, procedural and legal guidelines; establishes, maintains and fosters positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
  • Serves as backup to Executive Assistant to Executive Director.
  • Coordinates activities (calendar, travel, logistics, meeting materials, etc.) for the Association's officers and Board of Directors, anticipates needs and determines the information and/or documents required.
  • Coordinates administrative aspects of meetings and attends leadership meetings in order to handle on-site logistics.
  • Coordinates nomination and election process for the leadership of the Association.
  • Maintains accurate records in Association's database through data entry, tracking and audit reports.
  • Assists with agenda preparation and distribution of Association's Executive Committee, Board of Delegate Assembly meetings, as well as committee meetings.
  • Composes and prepares correspondence.
  • Proofreads documents to ensure accuracy of copy, grammar, punctuation and spelling. Makes revisions and finalizes documents for distribution.
  • Coordinates meeting logistics, including room reservations, food and beverage and A/V-IT and set up.
  • Regularly performs significant and recurring administrative tasks with high degree of initiative and independence, and with great attention to detail on numerous projects.
  • Reads and demonstrates an understanding and adherence to CSBA values, policies and practices.
  • Demonstrates respect, honesty and professionalism at all times.
  • Adheres to an established work schedule and the organization's timekeeping practices.
  • May be assigned administrative support duties across multiple departments.
  • Occasional travel throughout the state of California.
  • Occasional overnight travel.
  • Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

  • This position has no supervisory responsibilities.

EDUCATION & EXPERIENCE

  • Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative or other non-profit settings. Experience providing administrative support to committee members, coordinating meetings and planning special programs or events is desirable. 

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