Job Details

Executive And Program Assistant

Salary Note: Bilingual candidates are eligible for an additional $1.50 Bilingual Differential. This Bilingual Differential is not included in the salary range.

Position Summary: The Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, admin support and special projects. Additionally, the position supports the agencys management in the creation of effective and efficient work teams consisting of staff, volunteers and community members.

Essential Functions and Responsibilities:

• Act as the executive assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations
• Provide tools and organization to keep development team (ED, Board, Committees, Task Forces) busy and successful.
• Coordinate setup of meetings
• Assist in development of administrative work plans
• Assist ED and SPD with coordination and development of critical agency plans
• Assist ED and SPD with reports, special projects and correspondence as necessary
• Assist ED and SPD with applicant recruiting, screening and onboarding
• Coordinate maintaining official files as designated by the Executive Director
• Coordinate execution of contracts and critical documents and ensure proper filing
• Coordinate special projects related to administration and management of agency
• Research, design and prepare formal and informal presentations
• Assist with preparations of Executive Summaries and other memoranda
• Represent the agency at various work-related and social functions at the direction of the ED
• Maintain sensitive and critical documentation
• Other projects and duties that may be assigned
• Support ED and SPD led committees including the Employee Advisory Committee

Required Qualifications:

• 2 years of related administrative experience
• Prefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant
• Strong organizational and problem-solving skills with ability to prioritize
• Capacity to think independently and use mature professional judgment
• Strong written and verbal communication skills
• Proficiency in Excel, Adobe Suite, Word and file management in Windows
• Ability to take initiative and balance multiple tasks simultaneously
• Able to work with distractions and busy surroundings
• Able to attend to detail, Record-keeping and file management skills