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Executive Administrator

PRC

Executive Administrator

San Francisco, CA
Full Time
Paid
  • Responsibilities

    Job Description

    SUMMARY:

    This position is responsible for all aspects relating to the Chief Executive Officer (CEO). The Executive Administrator also plays an integral role in the daily running of the office, which includes providing comprehensive administrative and clerical support and working on special projects, as directed by the CEO. Assumes responsibility for special projects; attends board and similar meetings to take, transcribe and distribute minutes and reports, periodically researches/analyses data and develops reports for management decision-making; may follow up on projects assigned by the CEO and COO.

    REPORTS TO: CHIEF EXECUTIVE OFFICER

    MAJOR FUNCTIONS/ ACCOUNTABILITIES:

    • Manage the dynamic, extremely busy calendar for the CEO,including coordination of meetings, conference calls, arranging travel, answering phones and greeting visitors, and crafting effective communications
    • Maintain multiple timelines and capable of meeting deadlines.
    • Work well and independently with others.
    • Manage and calendar appointments; schedule meetings including agendas; conference calls; composing and preparing correspondence that are sometimes confidential; developing presentation materials; arranging travel plans.
    • Work closely with the Chief Strategy Officer and COO on Board relations and Governance.
    • Organize and coordinate events for Board of Directors and executive team members.
    • Researches, prioritizes, maintains multiple timelines and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
    • Determines appropriate course of action, referral, or response.
    • Draft letters, correspondence, among other tasks that facilitate the CEO's ability to effectively lead the Agency.

    QUALIFICATIONS:

    • Bachelor's degree is desired; At least three years of experience supporting a CEO/Executive Director or equivalent position, preferably in a non-profit organization.
    • Superior written, proofreading and verbal communication skills.
    • Ability to Collaborate with other senior executives on short-and long range planning including coordination of meetings, conference calls, arranging travel, answering phones and greeting visitors, and crafting effective communications.
    • Able to multi-task and shift priorities quickly. Very strong interpersonal and organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
    • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
    • Experience and comfort in diverse communities.
    • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Google Docs, Apps and Social Media web platforms, and DocuSign.
    • Experience and knowledge of basic office equipment, such as but not limited to computers, printers, scanners, fax, phones, mail system and copiers.Highly responsible, pro-active and organized, capable of meeting deadlines, maintaining multiple timelines, and working well independently and with others.
    • Ability to work well with Board of Directors and executive team members.

    PHYSICAL REQUIREMENTS:

    • The position requires standing, sitting, talking, walking, reaching, twisting, turning and also requires bending, grasping, repetitive hand movement and fine coordination in using a computer keyboard and other related office equipment. Additionally, the position requires near and far vision in reading reports and work related documents using a computer. The need to lift, sort and arrange records/files, paper, and documents weighing up to 15 pounds. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodation. May be required to travel for periodic trainings or PRC business related activities.

    Company Description

    Our mission is to help people affected by HIV/AIDS, substance use, or mental health issues better realize opportunities by providing integrated legal, social, and health services that address the broad range of social risk factors that impact wellness and limit potential.