Executive Assistant to the Chief Administrative Officer

at  Childrens Legacy Center

The Executive Assistant (EA) to the Chief Administrative Officer (CAO) provides high-level administrative support to ensure the efficient operation of the CAO’s assigned areas of responsibility. This role involves handling a wide range of executive support tasks related to human resources, payroll, compliance, contracts, insurance, facilities, administrative operations (such as policy review and development, administrative processes and workflows, facility services, general operational support), grants, and risk management. The EA must exercise discretion, maintain confidentiality, and demonstrate strong organizational and communication skills to support the mission and goals of the Children’s Legacy Center and One Safe Place.
The ideal candidate must demonstrate flexibility in supporting various administrative areas as needed, possess exceptional organizational skills, and be adept at interacting with employees at all levels, including those with varied communication styles and dispositions. Reliability and working in the office are required, with regular travel between local worksites. Given the nature of the administrative responsibilities handled by the CAO, last-minute changes to daily schedules and routines are probable, and occasionally may require working late or on a regularly scheduled day off.
Confidentiality, maturity, and sound judgment in exercising discretion are critical to success in this role. Additionally, strong analytical abilities, as well as excellent written and verbal communication skills, are required. This position also plays a key role in supporting employees who work directly with clients who have experienced severe trauma and abuse. As such, the ideal candidate must approach their work with a high level of sensitivity, professionalism, and a deep sense of duty, ensuring that all tasks are carried out with compassion and diligence.

The ideal candidate will have experience in human resources, risk management, compliance, contract administration, and administrative operations or a combination thereof with at least 5 years of general administrative support and customer service experience.

• This position will remain open until filled.

Roles and Responsibilities:

• Maintain strict confidentiality and discretion when handling sensitive information, such as client and employee data, financial records, and organizational discussion and strategy, to ensure the protection of the organization, its clients, and employees.
• Demonstrate strong business acumen to understand and anticipate the needs of the CAO and team, make informed decisions, and provide strategic support to help achieve the organization’s goals.
• Organize and prioritize large volumes of information and competing priorities in collaboration with CAO, or as assigned by CAO.
• Ensure effective communication both internally and externally to maintain a positive professional image.
• Manage emails, field phone calls for CAO and other staff as directed, draft written responses to emails or return phone calls when necessary. Respond to regularly occurring requests for information. Provide a positive and professional response to internal and external customers in all settings (office, phone, meetings, online, etc.).
• Manage CAO’s schedule, including meetings and other appointments.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the CAO.
• Coordinate or support special projects and initiatives as assigned.
• Establish, develop, and maintain digital filing systems for CAO.
• Utilize phone systems, copy machines, computers, postage meters, fax, and other basic operating machines and equipment.
• Create agendas, take notes, track action items and due dates for CAO in meetings and assign action items to team members on behalf of CAO as appropriate.
• Drive as needed to run errands for CAO or administrative teams as necessary.
• Assist with the review and dissemination of HR policies and procedures
• Coordinate recruitment processes and assist with employee onboarding.
• Assist with preparation of various employee related documentation.
• Assist with maintenance of confidential employee records.
• Support payroll processing by gathering, verifying, and reviewing required documentation.
• Assist with inventory/asset management through the HRIS onboarding and offboarding processes.
• Provide support for organizational events, trainings and initiatives as assigned.
• Maintain ASANA lists and dashboard for CAO, which includes assistance with monitoring timelines for tasks assigned to CAO and CAO’s team.
• Provide administrative support to teams under the CAO’s purview
• Conduct research for subject matter assigned.
• This list is not exhaustive, and other duties may be assigned as necessary to maintain effective operations.

Required Skills and Abilities:

• Strong Computer/Technical Skills
• Personal Effectiveness and Credibility
• High Communication Proficiency
• Flexibility
• Love of Administration and customer service
• Time Management Skills
• Multitasking Skills
• Strength in Teamwork and Collaboration
• Detail Oriented
• Ability to learn ASANA, Bamboo HR, and other software programs

REQUIRED EDUCATION AND EXPERIENCE:

• High school diploma or equivalent.
• 5 years of administrative experience.
• Highly proficient in current Microsoft Office Suite, SharePoint, Canva.
• Highly proficient in usage of web-based platforms, systems and applications.
• 2+ years of experience performing cost and data analysis.

Preferred Education and Experience:

• Bachelor’s degree in business administration or equivalent.
• 2+ years of experience supporting an executive.
• 1+ years of experience in human resources.
• Familiarity with risk management, compliance, contracts, facility and administrative operations.

PHYSICAL REQUIREMENTS:

• Repetitive use of arms, hands, and fingers for typing, handling documents, and other office tasks
• Sit or stand for extended periods during meetings or while performing office tasks
• Ability to lift up to 25lbs as needed
• Requires manual dexterity for typing, using office equipment, and handling various administrative tasks
• Must be able to navigate different office locations and adapt to shifting work environments
• Operate office equipment such as printers, copiers, and scanners
• Tolerate noise or busy environments common in office settings
• Must be able to bend, stoop, and reach for filing or organizing tasks

Benefits:

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401(k) Safe Harbor Match
• Prestige Urgent Care Membership
• Paid Time Off

WHO ARE WE:

We are uniting the strengths of the Children’s Legacy Center (CLC) and One Safe Place (OSP) to provide comprehensive support for individuals affected by abuse, violence, and exploitation. Our mission is to deliver holistic, victim-centered care while fostering safety, hope, and healing through innovative programs.
We prioritize collaboration with donors, partners, and community members to build meaningful relationships that enhance our initiatives. Together, we empower survivors with vital resources and advocate for systemic change, creating a brighter future for those we serve.
While each member of our team has a specific job description, we work together collaboratively to develop and enhance our organizations. We value the health and well-being of our team members more than the average workplace. The nature of this work is incredibly difficult, so supporting each other is paramount. We strive daily to create an inclusive environment in which all people feel safe, heard, and valued. Our teams celebrate cultural differences and similarities among all employees, volunteers, families we serve, and members of our partnering agencies. With an amazing team and our community’s support, we truly believe we can accomplish anything!
Our organizations provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
Consistent with the Americans with Disabilities Act (ADA), it is the policy of our organizations to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact Human Resources at (530) 768-1880.
Children’s Legacy Center and One Safe Place are At-Will Employer
Children’s Legacy Center and One Safe Place are Equal Opportunity Employers

• Maintain strict confidentiality and discretion when handling sensitive information, such as client and employee data, financial records, and organizational discussion and strategy, to ensure the protection of the organization, its clients, and employees.
• Demonstrate strong business acumen to understand and anticipate the needs of the CAO and team, make informed decisions, and provide strategic support to help achieve the organization’s goals.
• Organize and prioritize large volumes of information and competing priorities in collaboration with CAO, or as assigned by CAO.
• Ensure effective communication both internally and externally to maintain a positive professional image.
• Manage emails, field phone calls for CAO and other staff as directed, draft written responses to emails or return phone calls when necessary. Respond to regularly occurring requests for information. Provide a positive and professional response to internal and external customers in all settings (office, phone, meetings, online, etc.).
• Manage CAO’s schedule, including meetings and other appointments.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Serve as a primary point of contact for internal and external stakeholders on behalf of the CAO.
• Coordinate or support special projects and initiatives as assigned.
• Establish, develop, and maintain digital filing systems for CAO.
• Utilize phone systems, copy machines, computers, postage meters, fax, and other basic operating machines and equipment.
• Create agendas, take notes, track action items and due dates for CAO in meetings and assign action items to team members on behalf of CAO as appropriate.
• Drive as needed to run errands for CAO or administrative teams as necessary.
• Assist with the review and dissemination of HR policies and procedures
• Coordinate recruitment processes and assist with employee onboarding.
• Assist with preparation of various employee related documentation.
• Assist with maintenance of confidential employee records.
• Support payroll processing by gathering, verifying, and reviewing required documentation.
• Assist with inventory/asset management through the HRIS onboarding and offboarding processes.
• Provide support for organizational events, trainings and initiatives as assigned.
• Maintain ASANA lists and dashboard for CAO, which includes assistance with monitoring timelines for tasks assigned to CAO and CAO’s team.
• Provide administrative support to teams under the CAO’s purview
• Conduct research for subject matter assigned.
• This list is not exhaustive, and other duties may be assigned as necessary to maintain effective operations