The Executive Assistant performs duties primarily for the CEO, but also for the VP as needed, as well as general office management duties. Responsibilities include, but are not limited to, the following:
Manage the daily schedule of the CEO. This includes ensuring all appointments fit in with the overall schedule, all required details of each appointment are noted under that item in the schedule and all necessary briefing material is provided. It also includes ensuring that he knows his schedule 24 hours in advance and keeps appointments and meetings on time, changing schedules when necessary.
Prepare travel arrangements for all executive staff, including air, transportation and hotel reservations; prepare expense reports upon return.
Screen phone calls for CEO.
Process all invoices and secure approval from the VP or CEO; interface with accounting office for processing and payment of invoices. Reconcile and process monthly corporate credit card statement and expense reports.
Coordinate the organization, preparation and distribution of board packets for quarterly meetings of the GRACE Board of Directors.
Process correspondence, compose letters, format Word documents and PowerPoint presentations, including charts and graphics.
Manage office-wide information technology, including computers and mobile devices. This includes providing staff training and working with outside IT consultant to troubleshoot hardware and software issues, diagnose problems and perform maintenance on GRACE computers.
Manage and keep current contact databases.
Organize and maintain an accurate and easily accessible office file system (paper and electronic); maintain the confidentiality of sensitive documents.
Prepare payroll timesheets.
Act as a representative of GRACE to external constituents as directed.
Office hours are 9 a.m. to 5:30 p.m.
Draft grant proposals for funding.
Assist in the coordination of community activities. Provide reports on Community Meetings and community activities.
Assist with and help manage outreach efforts, such as community meetings.
Support the ECPCA creative team with scheduling, planning, and oversight of administrative functions (i.e. community meetings, partner outreach, weekly meetings)
Graduation from an accredited college or university with an associate’s degree or higher, or commensurate working experience.
Shares in and has a commitment to the mission and values of GRACE.
Ability to manage multiple assignments and projects independently and simultaneously.
Maintains confidentiality and assumes responsibility to carry out all assignments in a proficient and professional manner.
Ability to communicate effectively both verbally and in writing with a wide variety of individuals and groups.
Ability to work independently, juggle multiple tasks, while shifting priorities, with a strong level of organizational skills.
Must be able to use a computer keyboard and calculator.
Reasonable accommodation may be made to enable individuals with a disability to perform the essential functions.
About GRACE/END CHILD POVERTY CA
GRACE/End Child Poverty CA (www.grace-inc.org; www.endchildpovertyca.org) is a non-profit organization sponsored by the Daughters of Charity. GRACE/End Child Poverty in California is focused on research and advocacy to end deep child poverty in California and reducing California’s highest in the nation level of overall child poverty by at least 50%.