EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE PRESIDENT & CEO
Classification: Salary| Full-time | May occasionally work outside of BWPCs normal operating hours
Department: Administrative
Reports To: President & CEO
Compensation: $66,550-$85,550
Travel Requirements: Local/State travel as required
Supervisory Responsibilities: None
ORGANIZATIONAL BACKGROUND
BWPC is a research-driven social enterprise founded to make equitable policies and programs more effective. BLACK Wellness and Prosperity Center promotes Belonging, Love, Affinity, Community, and Kinship through culturally congruent system improvements across the prenatal to postnatal continuum of care to advance improved outcomes in maternal health and wellbeing for Black women/persons and their families. BWPC upholds racism as a root cause of adverse maternal child health experiences for Black women and babies, particularly, the negative impacts of Anti-Black Racism throughout the life course.
BWPC CREDO
BWPC is fact-based and centered on trust & equity. If you have a question, ASK. Please do not make assumptions. If you have a concern, SHARE IT. Please do not spread gossip in the community or within the team. There are no BWPC "cliques." We are ONE. BWPC encourages and promotes deep transformative thinking.
BWPC POWER-SHARING FRAMEWORK
Generate recommendations for process improvements whenever appropriate
Participate in developing best practices, sharing resources, and ongoing trainings
Ensure that all materials created are consistent with BWPC mission, vision, and values
Participate in the design of new programmatic initiatives
Apply the BWPC Credo
POSITION SUMMARY
The BWPC Executive Administrative Assistant will provide high-level administrative support to the President & CEO, ensuring the smooth operation of the office and enabling the President & CEO to focus on strategic tasks. The ideal candidate is proactive, highly organized, and capable of managing multiple tasks with independency, efficiency and accuracy.
DAY-TO-DAY RESPONSIBILITIES
The essential functions include, but are not limited to:
Manage and maintain President & CEO’s schedule, including appointments, meetings, and travel arrangements
Prepare and edit correspondence, communications, presentations, and other documents
Represents President & CEO with decision-makers, elected officials, and media
Attends meetings and records minutes
Coordinate logistics for meetings, including booking venues, arranging catering, and preparing materials
Reads and analyzes incoming memos, submissions, and reports to determine their significance and then distributes to the appropriate individual
Serve as the primary point of contact between President & CEO and internal/external stakeholders
Screen and direct phone calls and distribute correspondence
Handle confidential information with discretion and professionalism
Organize and maintain office filing systems, both electronic and physical
Assist in the planning and execution of special projects and events
Track project timelines and deliverables, ensuring deadlines are met
Conduct research and compile data for reports and presentations
Prepare and process reports, invoices, memos, letters, financial statements and other documents
Conducts research, compiles data, and prepares papers for consideration and presentation by executives
Assist with budget tracking and financial reporting
Provide support and coordinate with members of the administrative team on relevant matters
Assist in coordinating team activities
Be self-directed and motivated
Handle sensitive information with discretion and confidentiality
Other duties and trainings as required
Performs other duties as assigned
JOB DIMENSIONS
Leadership: Must take initiative and have the ability to effectively lead and take responsibility for all facets of program implementation and to effectively plan and organized all tasks
Decision-Making: Ability to work and make decisions in an ambiguous environment and make logical decisions within position scope of authority
Work Standards: Maintains regular attendance and punctuality
Technical Skills: Ability to quickly learn and use new software
Collaboration: Ability to work with minimal supervision and collaboratively; ability to take constructive direction and guidance from administration and have a strong sense of sensitivity to confidentiality
Excellent Communication Skills: Attention to detail and the ability to develop rapport and maintain professional conduct with community members from diverse backgrounds.
Flexibility: Ability to be flexible, available, accountable, responsible, reliable, adapt to change, work in a fast-paced and demanding environment, and work evenings, weekends, and non-traditional hours as needed to meet program needs
Comprehension/analysis: Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to read and comprehend instructions, correspondence, and memos. Ability to analyze, organize, document, and communicate the specific needs of each unique targeted population
Humility: Ability to interact in a non-judgmental manner with culturally diverse populations and persons experiencing a wide range of social conditions
Trustworthiness/Integrity: Ability to at all times use discretion, maintain confidentiality, protect Protected Health Information (PHI), not disclose Personal Identifiable Information (PII), and exhibit ethical conduct
Stress Tolerance: Ability to administer self-care and have an awareness of when personal wellness needs to be acknowledged and addressed
EDUCATION AND EXPERIENCE
Bachelor’s degree preferred
Minimum 5+ years’ experience in an administrative or executive assistant role
REQUIRED QUALIFICATIONS AND WORK EXPERIENCE
Advanced written communication skills and use of spoken and written English
Excellent organizational, decision-making, and time-management skills
Ability to work independently and as a part of a team
Superior intrapersonal and interpersonal communication skills
Advanced technical and computer processing skills
Proficient in learning and mastering new software
Ability to work and make decisions in an ambiguous environment
High level of attention to detail and accuracy
Ability to handle sensitive information with confidentiality
Proactive and able to anticipate needs
Professional demeanor and strong interpersonal skills
Must have consistent reliable transportation
Weekend and evening availability required
PHYSICAL DEMANDS AND WORK ENVIRONMENT
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is frequently required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The emotional environment will include hearing, seeing, and discussion of racism, mortality, health disparities, and maternal child health inequities. May be exposed to infectious diseases and hazardous materials common to community clinic settings.
Requires frequent oral and written communication with internal and external stakeholders, vendors, and partners, the ability to enter data and written communications in electronic format in a timely manner using various software.
May be required to work at other locations within the community. Ability to consistently reach the worksite, meetings, and events on time and prepared to work.
WORK METHODS
In-person
Reports to: President & CEO
COMPENSATION AND PAY SCALE
Salary, Full-time. Pay grade VI. Range $66,550-$85,550 based on skills and experience
EQUAL OPPORTUNITY STATEMENT
Black Wellness & Prosperity Center is an equal opportunity employer, drug free workplace, and complies with ADA regulations as applicable and shall not unlawfully discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military status or veteran status pursuant to all applicable State of California and Federal statutes and regulation. BWPC does not discriminate against applicants or employees because of their reproductive health decision making.