JOB DESCRIPTION

Executive Assistant

BACKGROUND

The California Volunteers Fund (CV Fund) exists to support the priorities and activities of California Volunteers (CV), a department of the Office of the Governor of California. The CV Fund is an independent, nonprofit and registered public charity which serves as a bridge for public private partnerships that support engaging all Californians to come together to revitalize local communities across the state through service and civic engagement. In the past few years, California Volunteers has launched a number of important programs including #CaliforniansForAll College Corps and California Climate Action Corps.

POSITION DESCRIPTION

The Executive Assistant will support the California Volunteers Fund CEO and perform general administrative/operations tasks for the office. With new initiatives across the state and country, this position plays a critical role in managing day-to-day operations, serving as the primary contact for the CEO, and providing high level administrative support to the organization’s efforts including fundraising, program awareness and education, development of service champions, event and travel logistics, and general expense management. The Executive Assistant will be a part of a small and growing team, requiring someone who is able to work independently managing multiple tasks and timelines, while thriving in an impact driven environment. This position is essential to the development of this growing organization, offering excellent learning and development opportunities. Reports directly to the CV Fund’s CEO and is required to work both independently and collaboratively with a team of key internal and external stakeholders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operational/Administrative Support

Oversee other operational duties or special project tasks as needed
Provide comprehensive support services to the CEO that ensures outstanding communication and responsiveness
Proactively manage calendars with strong attention to accuracy, detail, and allocation of time to promote productivity and anticipate the need to re-prioritize as appropriate
Prioritize inquiries and requests, make judgments and recommendations to ensure smooth day-to-day engagements
Support and manage a high volume of requests and projects to meet the objectives of the CEO
Provide expense and budget support; including processing operations related expenses, team reimbursements, and invoices.
Liaise with the Accounting team to provide updates on expenses, bill reconciliation, accounts receivables, etc.
Manage long and short-term calendars for scheduling meetings, conferences, and coordinating schedules with meeting participants with the ability to represent the CEO to a wide variety of high-profile external contacts.
Identify operational weaknesses and help enhance processes or develop new ones
Work with other CV Fund staff to annually review and update policies and procedures
Other administrative and operational tasks, as needed

Stakeholder Outreach and Engagement

Work collaboratively across program leadership and between the California Volunteers Fund and California Volunteers teams to confirm alignment
Coordinate internal and external related meetings by ensuring all resources are prepared for meetings
Execute communications as needed including but not limited to - thank you messages, follow up letters, team tracking/measurement and other correspondence in a prompt and efficient manner
Support the CEO with internal and external communications such as preparing the CEO for various meetings and speaking engagements, conducting general research as needed, drafting talking points, compiling briefing materials, etc.
Assist in onboarding new employees, set-up of new equipment and collection of assets when employees transition

Data Management

Conducts research and analysis to the CEO
Ensures the leader receives standard reports. Pulls and reviews reports as needed and follows up on data quality or content concerns; compiles and summarizes data to meet specific needs (Salesforce).
Maintain quality filing and communications systems including document management and archiving
Manages organization specific data (i.e., PTO tracking, contact, etc.).
Support executive when CEO is traveling in terms of travel logistics, flagging important emails, Salesforce entry, reviewing/sorting e-mail and regular correspondence and route materials as needed

Other

Project manage special projects and perform other duties, as assigned

EXPECTED COMPENSATION

$55,000 - $62,000/annually with benefits

QUALIFICATIONS

The California Volunteers Fund is looking for an energetic candidate who shares our passion for civic engagement in California. We are a small team of dedicated individuals committed to advancing this work across the state in support of California Volunteers. The ideal candidate must be comfortable working across the government and the private sectors. Other qualifications include:

Excellent organizational skills, commitment to accuracy, and attention to detail
Experience working in a nonprofit, volunteerism, civic engagement, or startup environment a plus
Ability and maturity to work with confidential, sensitive issues in a professional manner to many levels of internal and external sources
Willingness to handle any detail, no matter how small, to ensure the executive’s needs are handled smoothly and efficiently
Strong organizational and interpersonal skills with the ability to take initiative, multi-task, be a team-player, be flexible, adapt to shifting priorities, and prioritize work
Experience managing multiple projects and ability to execute across multiple program timeline,
Strong computer skills including, but not limited to PowerPoint, MSWord, Google Docs, Zoom, Excel and Salesforce
Bachelor’s degree preferred

This position is a fully remote position, but should be based in California. Travel may be required.

Interested applicants should send a resume and cover letter to Information@Californiavolunteersfund.org

Equal Employment Opportunity

California Volunteers Fund provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

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Executive Assistant to Chief Executive Officer