Executive Assistant

ORGANIZATIONAL BACKGROUND

Cabrillo Economic Development Corporation (CEDC) is a community development corporation serving Ventura and Santa Barbara Counties.  Our mission is to develop and manage service-enriched, inclusive residential communities, ensuring access to affordable, secure, quality housing that creates the foundation for our residents to grow and thrive. 

THE POSITION

The Executive Assistant will provide high-level administrative support to the CEO as well as other executive team members and the board of directors.  Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. This position requires a results-oriented individual whose passion for CEDC’s mission is matched with excellent communication and time management skills; proven ability to meet deadlines.

MAJOR DUTIES & RESPONSIBILITIES

Executive Support:

• Serves as administrative support to executive management staff, including in complex and/or confidential matters, directly reporting to the CEO. Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects. Assists the CEO with a broad variety of daily administrative duties and tasks.
• Provides confidential administrative and project support for the Executive Officer, and Board of Directors; acts as a liaison between the Executive Department, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the Executive Officer and Board of Directors; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
• Organizes and carries out administrative assignments; research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
• Makes all travel arrangements, including transportation, and lodging, conference/training registrations for Executive staff and Board members and prepares and submits travel reimbursements requests as needed.
• Manages an active calendar of appointments for the Executive Officer; coordinates logistics for meetings both internally and externally, ensures the Executive Officer stays on schedule, compiles documents for such meetings including relevant meeting information, and manages appropriate follow-up.
• Assists the Executive Officer with emails, voicemail and regular mail to provide requested information or coordinates communication with appropriate staff person to respond. Ensures that important correspondence is seen and responded to, using independent judgment. Alerts Executive Officer of time sensitive requests and maintains a tracking system to ensure timely and professional follow-up.
• Supports the Executive Officer in his/her external commitments related to boards, committees and other groups.
• Coordinate quarterly staff meetings, management team meetings and other ad hoc meetings, as required.
• Assist in preparation of Annual Report. (i.e., writing, editing, copying, filing, mailing, e-mailing)
• Oversees corporate office building tenant relationships, including work order needs and coordination of maintenance schedules.
• Provide support to the front desk to include distribution of incoming mail, phone calls, walk-ins, etc
• Performs other duties as assigned

Board Support:

• Serve as Point of Contact to the Board of Directors, taking minutes during Board Meetings, and streamlining communications.
• Provides support to the Board of Directors by managing board relations; compiling, preparing, organizing and processing Board meeting agenda packets; preparing various documents including resolutions, reports, memoranda, meeting notices and other related meeting documents; and providing travel arrangements for the Commissioners. Provides similar clerical support for affiliate non-profits.
• Provides administrative support for a variety of Board meetings, including affiliate entity board meetings and management meetings; schedules meetings, prepares agendas, assembles and distributes packets, attends meetings, takes and transcribes meeting minutes, and records official action taken at Board meetings; maintains official meeting records, such as resolutions, contracts, and other official files and documents; ensures that records with the State or other governing agencies are kept up-to-date; follows-up on outstanding action items from each Board meeting where necessary.

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES

Knowledge of:

• Commitment to building an environment of acceptance and preference for diversity, equity, and inclusion.
• Considerable ability to work with people from disadvantaged situations.
• Proven ability to understand and execute oral and written instructions and policies.
• Capacity to perform work independently and in a timely manner, with minimal supervision.
• Attention to detail and aesthetic presentation of documents.
• Practices and methods of office management and administration including modern office administrative and practices and procedures, including the use of standard office equipment and computer applications.
• Applicable federal, state, and local laws and Agency resolutions, policies, and procedures relevant to assigned area of responsibility.
• Business letter writing and standard formats for reports and correspondence.
• Principles and practices of research, data collection, and report preparation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and staff.

Ability to:

• Exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• Work effectively and cooperatively with a wide range of people, including clients who appear to be under significant stress.
• Be tactful and non-judgmental.
• Communicate orally and in writing, developing memoranda, newsletters, and grammatically correct reports.
• Function well in a high-paced environment with strong interpersonal skills, crisp decision making in the face of complex challenges and a proven record of accomplishment in non-profit administration.
• Must be creative and enjoy working within a nonprofit environment.
• Perform responsible administrative support work with accuracy, speed, and minimal supervision using tact and discretion.
• Prepare and compose official minutes, resolutions, legal and general correspondence, independently or from brief instructions.
• Research, analyze, and evaluate new service delivery methods, procedures, and techniques.
• Conduct research projects, evaluate alternatives, and make sound recommendations.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Research, interpret, summarize, and present administrative and programmatic information and data in an effective manner.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Effectively represent the organization in meetings with other staff, outside agencies, community groups, and the public.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Exercise initiative and independent judgment that demonstrates quality customer services, good business sense, creativity, and as part of a team.
• Deal objectively and effectively with participants having diverse socioeconomic, cultural, and educational backgrounds, and promote their advancement.
• Work with a high degree of self-motivation and initiative.
• Understand and implement oral and written instructions and make sound decisions.
• Communicate clearly and concisely, both orally and in writing
• Handle details of a highly confidential and critical nature.
• Three years of experience working in the nonprofit sector.

REQUIRED EDUCATION & EXPERIENCE:

• Microsoft Office skills, including Word, Excel, Outlook, PowerPoint.
• Skilled in desktop publishing such as MS Publisher and Canva.
• Three years of experience working in the nonprofit sector.