Executive Assistant

Job Description

Job Description

Supervisor : Chief Executive Officer (CEO)

Department : Administration

Status : Full-Time; Non-Exempt

Hourly Rate : $28.85 - $31.25

Location : Corporate Office, Ventura

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

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete list of all responsibilities, duties, and or skills required.

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.
• Screens calls, visitors, and incoming mail and emails; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and / or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• 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.
• Communicates with internal and external customers on the Executive Officer’s behalf.
• 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.
• Assists in event planning, including staff events.
• 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 :

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES

Knowledge of :

Ability to :

REQUIRED EDUCATION & EXPERIENCE :

LICENSES & OTHER REQUIREMENTS

A valid California driver’s License and proof of automobile liability insurance. Notary Public is preferred.