JOB DESCRIPTION - Executive Assistant

Position: Executive Assistant

Wage: $20.60/hour - $22.28/hour (BOE

Reports to: Chief Executive Officer (CEO)

FLSA Status: Full-time, Hourly, Non-Exempt

Location: Visalia, CA

Supervises: N/A

Department: Administration

Language: English 

About Family Services: Family Services helps children, adults, and families heal from violence and thrive in healthy relationships. We serve victims of domestic violence, sexual assault, human trafficking, child abuse, and other trauma through shelter, mental health services, and comprehensive support services. Our prevention programs also help stop the cycle of abuse. We are a private, nonprofit organization working to build a community of safe homes, safe relationships, and safe children—which means a safer, healthier community for everyone. Family Services offers salary and highly competitive benefits (medical, dental, vision, life, vacation, sick, retirement), commensurate with experience and skills. Family Services is highly committed to diversity and a workplace environment that respects, appreciates and values employees from all backgrounds.

Summary: Seeking an experienced, reliable, and task-oriented Executive Assistant to work directly with the organization’s executive team and to perform a number of critical administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a dynamic nonprofit environment. The Executive Assistant will also manage the reception activities and general office logistics at Family Services’ Administrative office.

Responsibilities:

• Serve as the primary point of contact for external constituents on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the Board of Directors and leadership team.
• Strategically coordinate schedules, projects, meetings and act as a time gatekeeper –ensuring Executives can focus on their highest leverage work. May also attend select meetings to take notes and capture action items.
• Provide sophisticated calendar management (Outlook), including setting appointments and meetings for executive staff. Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information. Able to prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements.
• Completing diverse administrative tasks, Answer the phone, general questions regarding the organization including direct calls or take messages as needed, preparing correspondence; greeting visitors; preparing reports; monitoring email; scheduling and facilitating logistics for appointments and meetings; tracking information in databases; supporting administrative staff with paperwork and documentation.
• Assembling and preparing mailings, grant packages, donor communications, board packets and other materials.
• Creating and maintaining systems to ensure an organized and clean office environment.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Ensures that all strategic issues the executive is responsible for are carried out by giving periodic updates on progress.
• Prepare materials, coordinate schedules, plan meals and logistics for meetings, conferences, and agency trainings as requested.
• Attend staff meetings and training as required. Regularly communicate progress, problems, and needs to supervisor on a regular basis.
• Perform all duties in a safe manner to avoid injury to self, co-workers, and clients.
• Adherence to policies related to HIPAA, confidentiality, information sharing and appropriate use of agency client database.
• Other duties as assigned by or filtered through the Chief Executive Officer.

Skills and Abilities:

• High level of emotional intelligence, intellectual curiosity, agility, and a desire to explore new ideas and innovative approaches to solving problems.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Strategic Thinking: Analyze critical factors that will influence the long-term success of an organization.
• Highly proficient in operating and troubleshooting office equipment and computer programs, such as postage machines, printer/copiers, Microsoft Office, Canva, Adobe, Zoom, and other databases.
• Ability to understand and appreciate diversity and to be sensitive to different experiences and cultures.
• Ability to maintain confidentiality of information related to the agency, its team members, and stakeholders.
• Ability to align SOPs with the agency’s strategic goals and measure them.
• Ability to build and maintain relationships while maintaining professional boundaries.
• Ability to manage multiple projects, breaking complex goals down into smaller goals.
• Ability to assist the Chief Executive Officer with event planning.
• Ability to properly plan and manage meetings.
• Excellent written and verbal communication skills
• Ability to be proactive and anticipate needs.
• Ability to keep composure under pressure.
• Excellent organization and time-management skills
• Exceptional email and calendar management skills.

Note: This job description is not intended to be all-inclusive. The employee may perform other related duties as required to meet the organization's ongoing needs of the organization.

Qualifications:

• Education: Associate of Arts degree, certification from a business college or vocational school or minimum of three years of work experience that demonstrates alignment with the job requirements, skills, and abilities.
•  Experience: This role requires a self-starter, given its supportive role. Demonstrated proactive approaches to problem-solving with strong decision-making capability. Experience using the latest software to support this role is required. Experience dealing with a diverse group of stakeholders is required. English/Spanish bilingual is preferred; however not required.
• Transportation: Must possess a valid California Driver License, availability of auto for business use, and minimal auto insurance as required by law.
• Additional Requirements: Must be bondable. Must receive clearance from the Department of Justice Criminal Record Offender Information database. Bilingual Spanish preferred.

Family Services is an Equal Employment Opportunity Employer

PHYSICAL DEMANDS & WORKING ENVIRONMENT: The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Standard office setting; occasional travel from site to site; occasional exposure to sun, moderate heat, noise, dust, and fumes; stressful calls/situations. Remain alert and aware of your surroundings at all times. Make and receive telephone calls. Use of general office equipment, copier, scanner, and fax machine. Collaborate with the administrative team.
• Physical: Primary functions require sufficient physical ability to work in an office setting and field environment including occasional travel to various locations; sit for prolonged periods of time; stand for brief periods of time; climb 3-5 stairs; operate office equipment including a computer keyboard. Lift up to 25 lbs.
• Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
• Hearing: Hear in the normal audio range with or without correction.

To Apply: Complete our online application below or download and submit an employment application with resume and cover letter by one of the following methods:

E-mail: hr@fstc.net