Overview
Candidate Profile
The Executive Assistant is a nimble, collaborative and resourceful individual who is interested in joining a small, compassionate, multicultural and driven team with a big mission. This is a unique opportunity to work for a sunsetting foundation that plans to spend its assets in the service of meeting its mission, which is to stand with the people of California’s Central Valley by investing in education and active civic participation in our democracy.
The JBMF Board of Directors plans to invest all its assets in the next eight years, and as such, the Foundation is entering an exciting time in its life-cycle and is looking for dedicated and qualified people with integrity to honor this vision and join the Foundation on this journey.
JBMF is seeking an Executive Assistant (EA) to support the CEO. The EA is an administrative professional with previous experience supporting senior or executive staff. The ideal candidate understands the big picture while executing on important details, exercising propriety, diplomacy, and care with Foundation partners and staff. In addition to the CEO, the EA also serves as liaison and staff support for the Foundation’s Board of Directors, Board Chair and Vice Chair. They will possess sound business judgment and communication skills to interact with a diverse range of Foundation constituents. The EA is also a multitasker, able to take on necessary duties while sharpening skills to be resourceful and responsive as needs arise. Overall, the EA is a collaborative team player, understanding how their unique role is part of many to help the Foundation thrive and be in service to the communities it serves.
Reports to- CEO
Classification- Exempt; Part-time 25 hours/week
Responsibilities
- Principally, serve in an administrative and professional capacity to the CEO, independently planning and coordinating day-to-day operations, functions, and services of the Executive Office
- Assist the CEO in the management of schedules, coordinate activities with internal and external sources
- Serve as staff liaison for the Board of Directors; coordinate and attend all Board meetings; attendance at Committee meetings as needed
- Oversee and participate in the coordination, preparation, and distribution of all Board-related matters, including Board meeting materials and presentations
- Produce Board meeting minutes and Committee minutes; maintain Board records on behalf of Board Secretary
- Work closely with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
- Support the CEO in managing and following up with emails, prioritizing and ensuring timely correspondence and information flow in a fast-paced environment. Ensure that items needing timely action are follow up on and those that do not require CEO involvement can be delegated or expediently handled with diplomacy.
- Manage logistics for events including but not limited to webinar or zoom meeting setup and hosting details or in-person meeting requirements. Work with staff and external partners to ensure clarity of roles.
- Develop strategies in interacting and gathering information from the senior leadership in order to facilitate and expedite the decision making process and facilitate in planning, organizing, and following up on deliverables
- Perform various special projects, acting as either a coordinator or team lead and assist with required research
- Work as a partner to the Office Manager as needed with managing Foundation staff meetings, events and conferences, convenings, including planning logistics, and the development of meeting materials, event logistics, and catering
- Coordinate and process the CEO’s and staff travel arrangements, speaking engagements, and trips
- Develop, produce and edit internal and external correspondence for the CEO to include emails, letters, memos, forms, policies and procedures (includes handling of confidential information)
- Prepare expense reports, reimbursement forms, and invoices for the CEO
- Maintains strict confidentiality. A signing of a confidentiality agreement will be required.
- Other duties as requested.
Required Skills
- Resiliency to handle shifting priorities and maintain demeanor; ability to operate independently; detail oriented while flexible
- Critical thinker with proven analytical abilities, the ability to understand complex concepts, synthesize information from multiple sources and make rapid decisions
- Ability to quickly assess challenging situations and make recommendations based on sound business judgment
- Strong interest in the non-profit and philanthropic industry
- Ability to build strong relationships and work with individuals at all levels of the organization
- Ability to maintain confidential material
- Must have exceptional verbal and written communication skills.
- Exercises sound judgment and discretion.
- Ability to organize and manage large amounts of files, data, tasks, schedules and information.
- Is self-directed and can work without supervision.
- Provides feedback and guidance to others respectfully and skillfully.
- Eager to learn, try new things, and fearlessly tackle new projects and ideas.
Qualifications
- Minimum four (5) years’ experience as an executive assistant or comparable reporting directly to senior or executive management.
- Facility (familiarity) with technology:
- fluent with using a computer and a variety of applications (Microsoft Office suite, GoogleSuite)
- familiarity or willing to learn cloud-based Content Management Systems (CMS), Customer Relationship Management (CRM) applications (ie Asana, Boardable, Slack), and social media
- Strong verbal and written communications
- Strong organizational and problem-solving skills.
- Able to multitask.
- Possess a valid California Driver’s License.
- Able to work at a desk standing or sitting for up to two hours at a time; lift and move documents up to 25 lbs; bend or lift to file
- Able to work offsite, sometimes overnight or over-time, on JBMF-related business across the Central Valley