Job Description

Are you a detail-oriented administrative wizard who also possesses bookkeeping and strong communication skills? Are you passionate about providing services to youth in the East Bay Area?

We are currently in search of an Executive Administrative Coordinator for Community & Youth Outreach, Inc. (A not for profit organization).

Is this a fit for you? As the Executive Administrative Coordinator reporting to both the Executive Director and the Deputy Director, you will be responsible for providing excellent administrative support at the front desk. In addition to administrative duties, you will be the organization's public face by answering and directing phone calls, checking in visitors, notifying the relevant staff when guests arrive and interacting with the team and clients.

The Executive Administrative Coordinator must be creative and enjoy working within a mission-driven, results-driven, and community-oriented environment. The ideal individual will have the ability to exercise sound judgment in various situations and will possess strong written and verbal communication, administrative, and organizational skills. The ability maintains a realistic balance among multiple priorities is imperative. The Executive Administrative Coordinator must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

DUTIES AND RESPONSIBILITIES

• Provide sophisticated office management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, and make judgments and recommendations to ensure smooth day-to-day engagements
• Providing logistical support, including scheduling catering and meetings, as well as ordering supplies
• Organizing meetings, events, and conferences
• Provide follow up to assignments given to supervisory staff by the ED/DD and report status to the ED/DD
• Create charts, graphs, spreadsheets, memos, reports, and presentations
• Prepare and submit expense reports and other administrative duties as required
• Attend weekly staff/team meetings, quarterly Board meetings, and other assigned meetings to take minutes and maintain required documentation
• Manage an efficient file system and databases vital to CYO, Inc. operations such as agreements and contracts, licenses, and various attachments; assures availability and provides this information as needed (e.g., for site visit and audit purposes)
• Manage the process for Healthy, Wealthy, & Wise facilitators, including contracts and scheduling.
• Coordinating events and communicating effectively

QUALIFICATIONS AND REQUIREMENTS

• Strong interpersonal skills with the ability to take the initiative, multi-task, be a team player, be flexible, adapt to shifting priorities, and prioritize work
• Excellent communication skills, both verbal and written
• Demonstrated writing and analytical skills
• 2+ years of executive administrative support experience with progressive responsibilities and commitment to accuracy and attention to detail
• Exposure to nonprofit programs, especially involving the community, formerly incarcerated, and youth
• Excellent knowledge of Microsoft applications, QuickBooks, and database systems
• Excellent data entry, bookkeeping, and time management skills
• Ability to manage up and handle sensitive and confidential situations with diplomacy
• Must be willing to complete and pass a Criminal Background Check
• Familiarity working within the City of Oakland, and the BIPOC community

Community & Youth Outreach Inc. values the safety of our employees, our participants, and our visitors. In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, which includes all eligible booster shots, except when vaccination is not medically advised or violates your religious beliefs in violation of EEO laws.

If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to your initial HR representative or request an exemption from your representative.

All qualified candidates will receive consideration without regard to race, color, religion, national origin, sex, age, marital status, personal appearance, sexual orientation, family responsibilities, matriculation, physical handicap, or political affiliation.

HOURS

Regular hours are 9:30am-4:30pm Monday-Friday, but all staff must be willing to have flexible schedules to accommodate the organization's needs.

CYO OVERVIEW

Community & Youth Outreach, Inc. (CYO) helps save lives and develop youth. On the frontlines to prevent violence and support disadvantaged young people to thrive, CYO provides outreach, mentoring, case management, and support to high-risk youth and young adults in Oakland.

Through its work, CYO aims to reduce violence and improve outcomes for youth and young adults in the criminal justice system. We believe that once you establish a trusting and caring relationship, even with the very highest risk young people, you can provide them with opportunities to succeed and support them in overcoming challenges.