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Executive Assistant (Non-Profit)

Sacramento, CA 95827

Posted: 06/07/2023 Employment Type: Contract Industry: None Job Number: 1633407

Job Description

Pacific Staffing is recruiting for an experienced Executive Assistant to support the Executive Director of a regional social services non-profit organization. The Executive Assistant is responsible for providing top-level administrative support and coordination for the Executive Director, Board of Directors and department senior leaders.   Priorities include heavy meeting management for board of directors and senior management, meeting minutes and recordings, reports and special projects. Pay: $30-32/hour DOE.

The ideal candidate will have supported Executive leaders with complex calendaring, coordinating meeting logistics for board of directors (including agenda, minutes and recordings) and possess strong technical and organizational skills.

  • Draft agendas and minutes; prepare briefing materials for Executive Committee, Board of Directors and Officers meetings.
  • Coordinate and assist with the completion of projects including research, documentation,  spreadsheets, development and presentation design, and tracking plan performance; maintain  paper  and  electronic  filing  system  for  all  necessary  documents  in  compliance.
  • Develop and maintain routine process for updating and keeping executive team informed on all daily activities, messages, appointments, external and internal inquiries and tasks.
  • Manage  the  Executive  Director s  calendar;  schedule  appointments,  meetings  and  conference  calls.
  • Produce timely, accurate, and complete correspondence, reports, and other business documents  in  a professional  manner  for the  Executive  Director and  other  staff  as directed.
  • Assist others with work to best serve the overall needs of the organization.
  • Serve the Board of Directors as the Recording Secretary.
  • Prepare all materials necessary in orchestrating quarterly Board meetings.
  • Attend all meetings as the Recording Secretary; transcribe and distribute minutes.
  • Serve as gatekeeper of all Board records, policies and the Board Portal.
  • Provide additional support to the Board members as needed.
  • Conduct research, analysis and organize information necessary to develop and define project  scope,  develop  presentation  design, and  monitor  goals and  timelines.
  • Work  with  management  to  coordinate  implementation  of  projects  and  policies.
  • Manage project plan performance.
  • Extract and analyze data from company databases and conduct appropriate follow-up.
  • Produce reports for management and Board of Directors.
  • Research data discrepancies; resolve issues or forward to appropriate staff.

  • Bachelor s degree preferred.
  • 5-8 years experience providing administrative support to executive leadership and management  staff;  non-profit  experience  a  plus.
  • Knowledge of Board of Director principles, practices, and organizational  bylaws.
  • Knowledge of principles and practices of business and non-profit agency administration, including  management  analysis,  budget, grant  and  contract  administration.
  • Position requires that you have a high degree of confidentiality and discretion.
  • Knowledge  and  experience  related  to  event  planning  and  meeting  coordination.
  • Advance  proficiency  with  Microsoft  Office,  DocuSign,  and  Adobe.
  • Advanced  analytical,  math,  and  computer  skills.
  • Possesses superior verbal and written communication skills and customer service  orientation.
  • Ability to manage multiple tasks and handle changing priorities and deadlines while maintaining attention to detail.
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