Executive Assistant at Special Olympics Northern California

Pleasant Hill, California, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Aug, 26

Salary

87500.0

Posted On

14 May, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Meeting Coordination, Customer Service, Minute Taking, Travel Coordination, Expense Reporting, Salesforce, G-Suite, Microsoft Office Suite, Time Management, Multitasking, Confidentiality, Professional Communication, Event Planning, Board Governance

Industry

Non-profit Organizations

Description

Position Summary: The ideal candidate for this full-time position will be someone with an outgoing personality and a proven track record of strong, administrative, organizational, and customer service skills. This role will regularly interact with the Chief Administrative Officer (CAO) to manage Board of Director communication, which includes scheduling meetings, inviting and scheduling SONC events, and providing administrative support to the President & CEO (CEO) and Chief Development Officer (CDO). Candidate hired must live in or very near the office in Pleasant Hill, CA as the Executive Assistant is expected to be in-office 5 days a week, Monday - Friday. Responsibilities/ Essential Job Functions: BOARD OF DIRECTORS: Support the CAO and Senior Leadership Team (SLT) in the day-to-day operations of the organization’s Board of Directors (BOD), including ongoing Board communications. Coordinate all aspects of in-person and remote BOD and committee meetings, including an annual multi-day (BOD) retreat. Responsible for scheduling meetings in the Outlook calendar, and the preparation and timely dissemination of agendas and documents for meetings via SONC’s Board governance software. Provide on-site support at quarterly Board and Executive Committee meetings, including taking written meeting “minutes”. Oversee the onboarding and orientation of new members. Schedule individual meetings between the board and SONC Leadership team. Track and report on annual Board commitments. Other duties as assigned. PRESIDENT & CEO: Manage President & CEO’s calendar/ schedule. Perform additional administrative duties for the CEO, including preparing and disseminating correspondence, processing expense reports, and coordinating meeting locations and travel plans. Oversee the preparation of meeting materials and resources, including research for and creation of presentations for the CEO and executive team. Keep Salesforce (CRM of record) updated with the CEO’s opportunities and meeting notes. Make updates as needed when needed. Work with the SONC Leadership Team and HR on the planning, logistics, and execution of monthly All Staff meetings, the Annual All Staff Retreat and the annual Senior Leadership/Leadership Team retreat. Other duties as assigned. CHIEF DEVELOPMENT OFFICER: Coordinate meetings between the CDO and board members. Assist with the preparation of board and committee meetings. Help in the preparation of meetings, including research and creating presentations. Keep Salesforce (CRM of record) updated with the CDO’s opportunities and meeting notes. Other duties as assigned. Qualifications, Skills, & Experience: Bachelor’s degree or comparable combination of education and work experience. A minimum of two years of successful work experience in an office environment with demonstrated success supporting multiple administrative functions. Specialized knowledge of administrative and clerical functions and meeting coordination and scheduling. Highly adept at coordinating offsite meetings: Site selection, food and beverage, housing. Strong time management, multitasking, and prioritization skills; able to prioritize a wide variety of deadline-driven projects simultaneously. Able to maintain confidentiality at the highest level. Maintain a high degree of professionalism in written and verbal communication. Possess intermediate to advanced knowledge of G-Suite and Microsoft Office Suite (Excel, Work, Outlook & PowerPoint). Detail-oriented, highly organized self-starter, capable of taking direction but working independently and collaboratively with a team. Ability to successfully exercise discretion and independent judgement to reach goals. Excellent written and verbal communication skills. Experience using Salesforce, Box, or Dropbox highly preferred. Familiarity with non-profit organizational structure highly preferred. Ability to work occasional nights and weekends based on the calendar and assigned duties Ability to travel occasionally as administrative support duties require. Other duties as assigned. SONC offers an inclusive, casual work environment. Benefits include, but are not limited to: Medical, dental, vision, 403(b) retirement plan, life and long-term disability insurance, vacation, sick leave, and personal days, federal holidays, and an annual paid Winter Break. Special Olympics Northern California is an Equal Opportunity Employer (EOE) and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender identity, gender expression, sexual orientation, age, national origin, or disabilities. In accordance with the Americans with Disabilities Act and the California Fair Employment and Housing Act (FEHA), reasonable accommodation (including auxiliary aids and services) will be made for qualified applicants with disabilities in order for them to successfully be able to perform the essential tasks and responsibilities of the position if hired.

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Responsibilities

Provide high-level administrative support to the CEO, CAO, and CDO, including managing calendars and travel. Coordinate all Board of Director communications, meetings, and onboarding processes.