Child Development Inc. Executive Assistant in Sacramento, California
Reporting directly to the President, the Executive Assistant provides executive support in a one-on-one to the Board of Directors and Executive team and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Board of Directors. The Executive Assistant also serves as a liaison to the senior director teams and regions; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Provides a high-level administrative support to company executives by conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives.
Coordinate and maintain calendar(s), meetings, and key deliverables for the Board of Directors, Executive Team and anticipate conflicts and use diplomacy to resolve problems in advance including meeting scheduling, conference room reservations, teleconference and video set-up and associated meeting logistics (printing, scanning, copying, and binding).
Create agendas, correspondence, schedule appointments, and staff meetings to include operational priorities between various departments and issue meeting minutes when appropriate or as requested.
Use appropriate discretion in the management of information.
Proactively prepare internal and client meeting materials in advance
Prepare and edit documents, reports and presentations using Microsoft Office software
Maintain organizational charts, department event calendars, email distribution lists, etc.
Serve as the point of contact for the Executive team members for general questions or directions to appropriate resources
Oversee/Supervise administrative staff in four Regional offices to ensure excellent customer service to our internal and external customers.
Handle requests for information and data using available tools and resources
Resolve administrative problems and inquiries from remote managers/locations
Complete ad hoc research, projects, and assorted administrative tasks
Schedule and coordinate meetings, appointments and travel arrangements for Executive Team
Expense report preparation
Coordinate small and large scale activities like employee events, meals for small working lunches and up to larger events, interdepartmental and staff meetings, client visits, etc.
Manage state-wide employee recognition program in partnership with Human Resources.
Perform general clerical duties including photocopying, printing, scanning, filing, fax and mailing Qualifications
Bachelor's Degree Preferred
Minimum 5-6 years executive administrative support experience
Must have high level of interpersonal skills to handle sensitive and confidential situations.
Must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Position continually requires demonstrated poise, tact and diplomacy. Must be able to interact and communicate with individuals at all levels of the organization.
Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint) and able to use share point applications. Must be knowledgeable in using general office equipment such as fax machines, copiers, phone systems, etc.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Strong customer service and problem solving skills to interact with all levels – from first line employees to executives and customers. Must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple
Must be able to supervise and manage a remote team of office staff
Have the ability to work independently on projects, from conception to completion,
Ability to work flexible hours (early AM, late PM and limited travel) when needed.
Must have experience in coordinating small and large meeting events, e.g. solid advance planning, coordinating meeting room needs (e.g. work with Facilities to set up room layout, etc.) ensuring audio/visual equipment is set up and ready to go prior.
Must have the ability to multi-task, in a high paced administrative environment.
The ability to respond professionally to interruptions and adapt to unforeseen circumstances as they occur is imperative.
Strong organizational aptitude
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Department: North Sacramento
Job Type: Full-Time
Location: CA, Sacramento
Post Date: 02/16/2018