JOB DESCRIPTION – EXECUTIVE ADMINISTRATIVEASSISTANT
JobTitle: ExecutiveAdministrativeAssistant
Reports to: Chief Operating Officer
Classification: Full-Time, Exempt
SalaryRange: $75,000 – $115,000
Location: Fresno
Position Summary
The Executive Administrative Assistant position is an exempt,administrative position performing non-manual office work that directly relatesto management policies, business operations, and managing the organization’s clients.This position is an exempt role requires ahighly organized, proactive, and resourceful individual capable of managing a wide range of tasks and projects with a strong attention to detail.The positionregularly requires the use of professional, independent judgment to exercise discretion in matters related to the duties set forth below, and performs special assignments and tasks under general supervision.
The Executive Administrative Assistant will be primarily responsible for providing high-level administration support to theCo-Executive Directors, Chief Operating Officer, and other members of the LCJA Leadership Team (the “Executive Team”) to strengthen Leadership Counsel’s internal andexternal operations and effectiveness. TheExecutive AdministrativeAssistant will handle confidential information, act as a liaison for theexecutive and administrative teams, and serve as a liaisonbetween internal and externalstakeholders. This position will report directlyto the Chief Operating Officerand will coordinate with the Legal Secretary(ies) and other membersof the Administrative Team, as appropriate.
Essential Duties & Responsibilities
Theessential functions of this position include the following:
1. Provide high-level supportto the Co-Executive Directors, including:
a. Manage complex calendars for Co-Executive Directors, such as scheduling and prioritizing all internaland external meetingsfor Co-Executive Directors and calendaring key deadlines.
b. Coordinate and manage travel, including cars, flights,hotels, and public transit for Co-Executive Directors and othermembers of the Executive Team.
c. Provide administrative support to Co-ExecutiveDirectors, including completing various operational and administrative reportsin compliance
2. Provide high-level supportto the Executive Team including:
a. Provide support with meeting preparation, event briefing materials, and otherspecialassignments, including board meetings.
b. Respond promptly, appropriately, and professionally toa variety of emails, phone, and writtencommunications addressing the Executive Teamincluding meeting requests, grantinquiries, speaking requests, invitations and requests for information.
c. Prepare regular communication reports that summarizerecent requests and general updates.
d. Draft correspondence in the form of lettersand emails.
e. Plan and coordinate logistics for staff retreatsincluding negotiating with potential vendors.
f. Plan and coordinate logistics for grouptravel to conferences, rallies, etc.
g. Support donor management.
h. Develop and maintain relationships with community andorganizational partners and other stakeholders.
i. Assist with othertasks to supportthe Executive Team as directed.
3. Planning and executionof events, including:
a. Provide and coordinate logistics support for events and programs hostedby Leadership Counsel.
b. Plan and coordinate logistics for large regional,statewide, and other convenings including negotiating with potential vendors,speakers, exhibitors, etc.
c. Planning, coordination, and implementation offundraising events in collaboration with development staff.
4. Provide general administrative and programmatic support,including:
a. Participating in and contributing to administrativeteam meetings, activities, and collective work assignments.
b. Coordinate and publishagendas and minutesfor all staffmeetings and others as requested.
This jobdescription is not intended to be all inclusive and the employee will also perform other reasonably related duties as assigned by the supervising manager, chief operating officer,or co-executive directors (or designee).
Physical Requirements & Work Environment
The physical demandslisted are representative of those that must be met by an employee to successfully perform theessential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly requiredto move or remainin a stationary position, to perform clericalduties in the office, and operate computerand related office machinery. The employee must have the ability toconduct meetings. The employee must regularly lift and/or move up to 30 poundsof tools or other equipment. Constantly operate a variety of functions on thecomputer (e.g., including reading and responding to email) along with otheroffice productivity machinery, such as telephone, calculator, printand copy machine, etc. The personin this positionis required to frequentlyand effectively communicate with callers and community members, in person, viaemail, and over thephone. Must be able to exchange accurate information in thesesituations, and able to read froma computer screen and paper documents. Ability to drive frequently and for long hours in a day to communitymeetings, hearings, conferences, and other related activities (some of whichmay be in rural areas), ability to conduct door-to-door outreach and conductmeetings both in-person and remotely, and ability to set up for events/meetings including lifting materials and supplies such as chairs, easels, tables. Employees share officespace with one or moreother staff members.This position typically functions indoors, in officeenvironments with light to moderate noise, and in community gathering venues,private homes or government buildings with both smalland large groupsof people where noise levels may be higher than in a typical officesetting. The position requires travel for meetings and events, includingvarious outdoor worksites. This position also functions in an outdoorsetting and may include moderateto loud noise associated with outdoor musicand crowds.
Equal Employment Opportunity &Accommodations
Leadership Counsel is proud to be an Equal EmploymentOpportunity employer. The company does not discriminate based upon race, religion, color, national origin,gender (including pregnancy, childbirth, breastfeeding or related medicalconditions), sexual orientation, gender identity, gender expression, age, status as a protectedveteran, status as an individual witha disability, or other applicable legally protected characteristics. If you needassistance or an accommodation due to a disability, you should contact yoursupervisor or one or both of the co-executive directors.
Skills & Qualifications
1. Education: Bachelor’s degree,or commensurate workexperience
2. Experience: 1+ years of demonstrated experience in an executive assistant role or related administrative support role; 3+ of demonstrated experience in an executiveassistant role or related administrative support role preferred.
3. Certifications/Technical Skills/Proficiencies:
a. Excellent computer skillsincluding Microsoft Office Suite and Google Office Suite
b. Excellent verbal and writing skillsin English.
c. Exceptional project management skills.
4. Other Traits, Capacities, and Requirements:
a. Ability to regularly work long hours,evenings, and weekends.
b. Ability to work independently withminimal supervision.
c. Ability to travel within the State of Californiaincluding throughout California and 1-2 times out of state per year.
d. Drivers’ License and access to personal vehicleand insurance coverage.
e. Reliable access to a personalcell phone.
f. Reliable access to the internet.
g. Comfortable with workingwith individuals from diverse backgrounds.
Bilingual andbiliterate in English and Spanish is preferred but not required.
