A.
SUMMARY STATEMENT:
Under the general supervision of the Chief Executive Officer (CEO), the Executive Assistant shall provide
administrative assistance to improve the efficiency and maximize the productivity in the CEO role in the agency.
The
core responsibility of this position is to be the senior customer service representative for AADAP.
It is critical that this
person is competent in interpersonal communication.
This position serves as a liaison by coordinating activities
among, and expediting communications with the Management Team, Board of Directors, agency staff, funding
agencies, and the community at large on behalf of the CEO.
The Executive Assistant also serves as the primary
support staff for the Management Team and the Board of Directors.
Currently the Administrative Operations needs
support with Development and Fundraising activities.
We are looking for someone who can help with technical
writing for proposals and the ability build relationships that will bring value to the agency.
The Executive Assistant is
an exempt position at the Coordinator Level.
The physical classification is at the Moderate Duty level, which includes
the occasional, lifting of materials and the organization of supplies.
This position is expected to come into the office
and is to have a personal vehicle for possible in-person meetings or the transportation of packages and
documentation.
B.
DUTIES AND RESPONSIBILITIES:
1.
PROVIDE ADMINISTRATIVE SUPPORT FOR THE CEO (50%):
a.
Coordinate the calendar, schedule, and meetings of the CEO.
b.
Screen CEO telephone calls and assist him in his calendar, telephone and e-mail communications.
c.
Compose and process various memos and correspondence for the CEO including letters of support and
collaboration, letters to funding agencies, position statements on legislation, memos to staff and Board, and
various other communications.
d.
Manage the opening and distribution of the CEO’s mail and other incoming correspondence.
This includes
circulating material to staff, distributing to the Board, and ensuring the accurate distribution of grants and contracts
correspondence and documents.
e.
Responsible for core agency Administrative Filing system (Central files, Management Files and Board Files).
f.
Assist the CEO in budget development, budget implementation, and manage Community Representation and
Dues & Subscriptions budget lines.
h.
Assist with unanticipated events such as COVID-19 pandemic emergencies, funding issues, customer crises
situation & community based needs.
2.
PROVIDE ADMINISTRATIVE SUPPORT FOR THE BOARD OF DIRECTORS (10%):
a.
Prepare and send the monthly Board mail-out packet to include agendas, minutes, policy documents, monthly
reports, etc., and coordinate the scheduled meetings of the Board.
b.
Take minutes at the Board of Directors meetings.
c.
Oversee the communications between the Board of Directors and the Management Team.
d.
Oversee the maintenance of the Board of Directors files in the Central files.
3.
PROVIDE MANAGEMENT TEAM SUPPORT (10%):
a.
Take minutes at the Management Team & SAPC meetings.
b.
Sort, copy, & route appropriate correspondence to the Management Team.
c.
Develop the Management Team agenda and packets for the weekly Management Team meeting.
d.
Act as the Management team representative for the Coordinators’ Meeting and Holiday Committee Meetings.
4.
PROVIDE SUPPORT TO THE DEVELOPMENT UNIT AND MISSION DRIVEN PROJECTS (20%):
a.
This position will dive into supporting the Development Unit with fundraising and grant review process.
b.
Coordinate CEO Mission based projects such as Management Evaluation process, Finance Management and
Customer Satisfaction.
5.
PROVIDE SUPPORT TO THE ADMINISTRATION AND OTHER UNITS (10%):
a.
Cross train in the support functions of the administrative support staff and serve as back up to them.
b.
Assist in the planning and implementation of the agency’s fundraising events.
c.
Assist and support the various morale-boosting activities, e.g., the Holiday Committee.
C.
QUALIFICATIONS (SKILLS/KNOWLEDGE AND ABILITIES):
1.
REQUIREMENTS:
a.
Four-year college education related to field or equivalent work experience related to field.
b.
Permanent resident or U.S.
Citizen; proof of work eligibility upon hiring.
c.
Valid California Drivers License and current automobile liability insurance.
d.
Must have at least three years of recovery or drug free lifestyle as of the date of application.
e.
Must be able to work with people of diverse cultural, educational, social, and economic backgrounds.
f.
Demonstrated knowledge of office procedures and practices, office equipment operations, computer and Internet
operations, and standard office software.
g.
Skills in writing to including proofing, editing, composing.
h.
Knowledge of WORD, Excel, Power Point and other database and formatting software.
i.
Must be fully C-19 vaccinated and with booster shot if 6 months have passed from initial vaccination shot.
2.
PREFERRED QUALIFICATIONS:
a.
Bilingual or bicultural capabilities with Asian/Pacific language and cultures.
b.
Experience with publicly funded grants and contracts or health agency.
c.
Knowledge and experience with political and public policy processes and circles.
d.
Ability for dictation or speedwriting and previous experience at the executive assistant level.
Job Types: Full-time, Contract
Pay: $44,625.00
– $62,836.00 per year
Benefits:
401(k)
Dental insurance
Health insurance
Paid time off
Schedule:
8 hour shift
Monday to Friday
Education:
High school or equivalent (Preferred)
Experience:
Customer service: 1 year (Preferred)
Work Location: One location