Executive Assistant to ELT
Part-time role up to 25 hours per week
Location: Remote (must be based in California)
Hourly range: $33 to $36 DOE/Q
OUR STORY
Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/
DEFINITION
This position provides secretarial and administrative support to the Executive Leadership Team (ELT) and coordinates work with members of the executive team, in coordination with the Executive Support Manager and other managers and staff to ensure a smoothly operating office.
Under direction from the Executive Support Manager, the Executive Assistant provides a range of administrative support services to the ELT and staff to promote efficient delivery of services and,supports administrative operations virtually in coordination with the ELT. . She/he maintains high standards of professionalism, efficiency, personal communication, discretion, and independent judgment and resolve conflicts. In working with internal and external contacts, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures.
Under direction from the ELT the Executive Assistant primary responsibilities in this role are to maintain the schedules, coordinate with internal and external stakeholders, provide logistical and travel support, to other staff assigned to the ELT and work on operations related special projects and support.
Essential Duties And Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
Knowledge of:
Education/Experience/Certification
Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes
HEALTH STATUS
Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.
BACKGROUND CLEARANCE
All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
TRANSPORTATION
Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.
Location: Remote (must be based in California)
Hourly range: $33 to $36 DOE/Q
OUR STORY
Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/
DEFINITION
This position provides secretarial and administrative support to the Executive Leadership Team (ELT) and coordinates work with members of the executive team, in coordination with the Executive Support Manager and other managers and staff to ensure a smoothly operating office.
Under direction from the Executive Support Manager, the Executive Assistant provides a range of administrative support services to the ELT and staff to promote efficient delivery of services and,supports administrative operations virtually in coordination with the ELT. . She/he maintains high standards of professionalism, efficiency, personal communication, discretion, and independent judgment and resolve conflicts. In working with internal and external contacts, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures.
Under direction from the ELT the Executive Assistant primary responsibilities in this role are to maintain the schedules, coordinate with internal and external stakeholders, provide logistical and travel support, to other staff assigned to the ELT and work on operations related special projects and support.
Essential Duties And Responsibilities
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.
- Performs a wide range of expert executive support activities as requested and on behalf of the leadership team; coordinates work of the offices with other executives, board members, managers, and staff to ensure consistent and efficient interaction with others across the organization; demonstrate poise and tact under pressure and handle matters with sound judgement and confidentiality; ensures performance, customer service-oriented work environment which supports achieving MAAC’s mission, strategic plan and objectives; may be asked to represent ELT in virtual meetings or in public forums.
- Provides secretarial and administrative support to the ELT and staff members of the respective department; provides work direction and supervision to the front desk and others administrative staff as necessary; types and/or drafts materials, correspondence, agenda materials and other forms of communication/documents for both Departments, often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with MAAC standards, policies and procedures; conducts preliminary research on variety of topics; and assembles information from a variety of sources for the preparation of reports and correspondence for the ELT. Organize and attend internal and external meetings and events logistical and substantive preparation for ELT.
- Maintains accurate and detailed calendars for ELT, manages and log incoming scheduling requests, re-schedule meetings upon request, proactively communicate changes, and anticipate and respond to scheduling conflicts; Responsible for managing the scheduling of all internal and external requests to reserve the use of MAAC’s Conference Room and Community Room.
- Tracks ELT’s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments; Provides special project leadership and support as needed to MAAC’s board committees.
- Manages incoming calls and virtual inquiries , providing information and handling issues that may require sensitivity and use of discretion and sound independent judgment; reviews, determines priorities and routes incoming correspondence; organizes and maintains virtual office files; maintains confidential files; orders equipment, materials and supplies.
- Attend virtual meetings and take notes, as requested.
- Represents the ELT as needed with internal staff and external contracts.
- Provides virtual administrative backup support, as needed. Other duties as assigned
Knowledge of:
- Office administrative and management practices and procedures.
- Basic methods and techniques of research and analysis.
- The role and responsibilities of a governing board and policies and procedures for the conduct of meetings.
- Excellent writing skills, including principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
- Standard word processing, spreadsheet, graphics, and other software packages.
- Manage multiple and rapidly changing priorities to meet the needs and expectations of executives, MAAC stakeholders and other public and private groups and officials.
- Understand, interpret, explain, and apply MAAC policies and procedures and legal requirements applicable to MAAC operations.
- Present proposals and recommendations clearly and logically.
- Develop and implement appropriate office procedures and controls.
- Exercise sound, independent judgment within policy guidelines.
- Operate computer and word processing software and other standard office equipment.
- Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position.
- Research, organize and maintain office files.
- Compose correspondence, prepare documents, and decide from brief instructions.
- Communicate clearly and effectively orally and in writing.
- Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials.
- Exercise tact and diplomacy in dealing with sensitive, complex, and confidential issues and situations.
- Establish and maintain highly effective working relationships with MAAC board members, managers, representatives of governmental agencies and funding sources, business and community organizations, public interest groups, staff, the media, the public and others encountered in the course of work.
Education/Experience/Certification
- A typical way of obtaining the knowledge, skills and abilities outlined above is a BA/BS Degree in Business, Language Arts, Marketing, Communications or a related field and 3 years of responsible office administrative or secretarial experience with a senior director or a department head; or graduation from high school or G.E.D. equivalent, completion of college-level courses applicable to assigned responsibilities and 7 years of increasingly responsible office administrative or secretarial experience, at least three of which involved providing secretarial or administrative support to a senior director or a department head; or an equivalent combination of training and experience. Notary Public or the ability to become a notary public within the first six months.
- Bilingual in Spanish is preferred.
Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes
HEALTH STATUS
Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.
Mental Demands
While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.
BACKGROUND CLEARANCE
All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.
Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.
TRANSPORTATION
Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.