Executive Assistant

This position reports to the Executive Director and Chief of Operations. The Executive Assistant will support leadership in the effective execution of the CYS Mission and Programs. This includes but is not limited to providing administrative and clerical services, short-term project support or leadership, and coordination of key stakeholders including staff, volunteers, and Board members.

Under the supervision of the Executive Director and Chief of Operations, the duties of the Executive Assistant include, but are not limited to the following:

- Type, word process, format, edit, revise, proofread, and process a variety of documents and forms including general correspondence, notices, reports, applications, permits, memos, agreements, statistical charts and other documents from rough draft or verbal instructions; compose routine correspondence; copy, disseminate, and post documents and information as appropriate.
- Maintain calendar of activities, meetings, and various events for assigned staff; coordinate activities and meetings with other departments, the public, and outside agencies; coordinate and arrange special events as assigned; particularly Board of Director activities.
- Support the Executive Director and Program Director in key projects as assigned.
- May represent assigned leadership by attending meetings in the leader’s absence and speaking on their behalf.
- Assist the general public, staff, and outside groups and agencies by providing information related to specific program area of assignment; receive office and telephone callers; respond to complaints and requests for information relating to assigned responsibilities; refer callers to appropriate staff for further assistance as needed.
- Provide information and forms to the public; collect and process appropriate information; apply applicable policies and procedures in determining completeness of applications, forms, records, and reports.
- Operate a variety of office equipment including a computer, typewriter, switchboard, copier, facsimile machine, and adding machine; utilize various computer applications and software package.
- Compile, prepare, and enter data into a computer from various sources; verify data for accuracy and completeness; assist in the compilation of reports.
- Maintain accurate and up-to-date office files and records for assigned areas; prepare and monitor various logs, accounts, and files for current and accurate information.
- Monitors inventories of supplies and materials; prepare purchase requisitions and requests for payment in coordination with CYS Administrative Assistant.
- Process mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages in coordination with CYS Administrative Assistant.
- Conduct research and present findings, as applicable to business needs.
- May be required to complete personal errands for executive.
- Perform related duties as assigned.

Working Conditions

- Prolonged periods of sitting at a desk and working on a computer
- Must be able to lift 15 pounds at times
- Must be able to access and navigate each department at the organization’s facilities
- Must possess a valid California driver’s license, have use of a motor vehicle and be able to provide evidence of automobile liability insurance

Minimum Qualifications:

-Bachelor’s degree in Business Administration/related field or the equivalent combination of education/experience.
- At least three years of executive-level administrative related experience is preferred.
- Excellent verbal and written communication skills. Excels in communicating clearly and professionally with internal and external customers.
- Strong customer service skills, with a proven track record of actively seeking to support both peers and organization leaders.
- Presentation skills – both oral and written.
- Excellent interpersonal and conflict resolution skills.
- Excellent organizational skills and attention to detail including the ability to help others stay organized.
- Excellent time management skills with a proven ability to meet deadlines.
- Excellent use of technology, especially Microsoft (365, Word, Excel, PowerPoint, Outlook, SharePoint, Teams) and Salesforce applications. A high level of comfort and efficiency in using software is required.
- Familiar with basic office equipment (i.e., fax machines, copier, etc.)
- Adept at learning new technologies.
- Strong analytical and problem-solving skills; ability to make decisions using available resources and sound judgment.
- Ability to prioritize tasks and retrieve information quickly and efficiently.
- Ability to act with integrity, professionalism, discretion, and confidentiality.
- Ability to work effectively as part of a team to achieve established outcomes.
- Must be able to commute to various locations within the Southern California area.
- Bilingual capability in English & Spanish is preferred.
- Must be able to pass background clearances.