Executive Assistant

California Job Vacancies

DescriptionThe Executive Assistant will provide day to day and high-level support to the CEO, executive team and to the Board of Directors. The assistant is the point of contact for all board and committee activities and will be responsible for coordinating and facilitating the organization’s quarterly newsletter publication. The Executive Assistant is also responsible for scheduling meetings, preparing agendas, taking minutes, drafting correspondence and maintaining board member files/database as well as coordinating work with other department executives, assistants and coordinating in-house events, as needed.Essential Functions:Coordination of daily operational affairs including calendar/scheduling maintenance, conference/meeting coordination and organization for the Executive DirectorCoordinate and lead organizational newsletter committee for quarterly publicationWorks closely with the Science Writer, and Graphics Designer to ensure newsletter content is aligned with committee consensus.Manage Core office administrative staff and front desk reception areaSchedules, coordinates, and attends all Board and Committee meetings, records notes and publishes minutesGathers reports and presentation material from various sources for Board book and meetingsMaintains Board member files and databaseMaintains and tracks annual Board member policy requirements and company affiliation agreementsCreates and sends Board correspondenceCoordinates new Board member orientation and annually updates and maintains Board member handbookProvide general accounting and maintain spreadsheet of donations received and generate tax acknowledgement lettersPrepare and submit expense reports for CEO and input invoices into Purchasing software ReqlogicFacilitation of CEO-initiated and NCIRE wide projects as neededPerforms all other administrative support/duties as assignedJob Requirements:A minimum of three years experience supporting senior management (CEO, CFO, Board of Directors)High School Diploma or G.E.D Equivalent, BA/BS degree preferredExcellent interpersonal and communication skills, both verbally and writtenMust be self-motivated and proactiveStrong collaboration skills and follow through with projectsAbility to complete multiple tasks, projects and priorities simultaneously to achieve desired goal, highly organizedAbility to exercise tact and discretion in handling a variety of confidential materialAbility to work independently, exercise initiative, solve problems and use sound judgment and decision-making skillsAbility to demonstrate a high level of professionalism, discretion and confidentialityAbility to adapt quickly to changing needs and prioritiesAbility to integrate and work as a member of a teamAbility to research, develop and report various types of informationAdvance Computer literacy with an emphasis on Windows platforms and related software (MS Office, Excel, PowerPoint, Adobe)Experience with Graphics software (Publisher, Photoshop, etc.) preferredAbility to lift 50 lbs.

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