The Executive Assistant coordinates and provides administrative, operational and procedural support to Deputy CEO, Chief of Programs and/or Chief of Staff, and assists with implementing projects, events, and contracts as assigned.
Prioritizes, organizes, and provides all general administrative support to the executive leadership team (ELT).
Serves as an administrative interface with key stakeholders to coordinate meetings and events.
Administrative responsibility for managing and coordinating the calendar and travel coordination for the assigned leader(s).
Prepares and reconciles expense reports for ELT.
Works closely with ELT to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment, anticipating needs, and keeping ELT updated.
Interfaces on behalf of and as a representative of ELT with external community partners, agencies, program participants, the general public, and First 5 Alameda County (F5AC) staff to provide program information and administrative coordination; provides follow-up as needed.
Plans and provides administrative and logistical support to assigned meetings/trainings; coordinates responses, supports pre- and post communications, arranges logistical details (ex, catering, equipment, room arrangements, preparation of meeting materials and documents), and takes, produces, and distributes minutes.
Produces and distributes materials including correspondence, meeting agendas and minutes, Power Points, forms and program materials. Ensures ELT has materials required for meetings, conducts appropriate follow up, dissemination, filing and record keeping.
Maintains supplies and materials, coordinates orders with agency Administrative Associate and outside vendors as needed.
Recommends changes to and assists with developing administrative procedures or processes to increase operational effectiveness.
Enters and maintains accurate electronic and paper records including database records, contract information and invoices, survey and study data, and other files.
As requested, updates and maintains website and media information.
Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports. Prepares timesheets.
Provides general strategy/agency administrative support as needed.
Minimum Qualifications
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be one of the following:
Minimum of seven years of Executive Assistant or Senior Associate/Assistant experience in a public or private organization.
An Associate degree or Equivalent of two years of college (90 quarter units or 60 semester units) from an accredited college or university may be substituted for 2 years of required experience. A Bachelor's degree may be substituted for an additional 2 years of required experience.
Knowledge of:
Office administrative practices and procedures, including records and file management.
Operation of standard office equipment; prefer experience with audiovisual equipment.
Microsoft Suite, Office 365 preferred, including intermediate Word, Excel, PowerPoint and Outlook; prefer some knowledge of Access and Publisher.
Basic budgetary and financial record keeping techniques, including processing of invoices and contracts.
Research and report preparation principles.
Some knowledge of event or training logistics strongly preferred.
Ability to:
Work in a confidential manner, supporting agency-wide priorities and activities.
Work flexibly, manage competing priorities and maintain perspective and a sense of humor.
Strong communication skills, including the ability to produce succinct business memos and minutes.
Exercise political astuteness in planning, communication and interaction with First 5 staff, Commission and stakeholders.
Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization.
Support and deliver high quality customer service to a diverse population, in person and by telephone.
Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes.
Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions.
Exercise judgment within established policies and procedures.
Take initiative and work independently with little supervision.
Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team.
Maintain accurate records and files, pay close attention to detail.
Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance.
Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures.
Please note:
We are working a hybrid in-office schedule and may return full-time at an undetermined date.
All First 5 employees must live and work in California.
The salary range for this position is $81,000 to $115,000 and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range.
About First 5 Alameda County
First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.
Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.
First 5 Alameda County Benefits
We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), employer-paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.
We also offer paid vacation, paid time off and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.
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