Executive Assistant

The Executive Assistant provides direct administrative support to the office of the Executive Director.

The Executive Assistant will perform a variety of high-level administrative tasks, including domestic and international travel arrangements, meeting management and special events logistics, complex calendar management, drafting correspondence, and processing expenses and contracts. S/he will be a key member of the executive office in California, supporting the volunteer leadership program, strategic planning and executive communications. The executive director of California also serves as managing director of global fisheries and regional director of the CA/HI/Pacific region. S/he must have advanced knowledge of the systems and resources utilized by the program in order to provide support and coordinate communications related to the resources. S/he will maintain, track, analyze, and report on key data for senior management. The Assistant provides guidance in satisfying requirements based on extensive knowledge of policies and procedures. S/he will proactively adapt processes and implement recommended practices in order to improve chapter-wide efficiency and effectiveness. The Assistant reports to the Chief of Staff and will have substantial contact with stakeholders, including members of the board of trustees, donors, vendors, partners, and all levels of staff in California and the global program. S/he takes on additional duties to enhance the work of the executive office as needed.

Key objectives for the Executive Assistant to the California Executive Director include:

·      Providing smooth, responsive, nimble, and proactive support to the Executive Director with the result that the executive office sets a positive example for the rest of the organization. This includes managing operational support for the Executive Director (Concur, contracts, Salesforce routing), assisting with recruitment processes and managing the annual performance review process for the Executive Director.

·      Facilitating recurring executive interaction, meetings, and communications with all staff with the result that staff receive current information on events in the chapter, understand the direction of the organization, and have their accomplishments recognized. This includes managing the monthly all staff meeting production, project managing the Executive Leadership Team, managing the creating and reporting of the statewide goals and objectives, assisting with semi-regular office events such as the holiday party, and leading the semiannual staff retreat team planning team. S/he will serve as a liaison to chapter staff.

·      Working with the Development team to schedule quality donor meetings with the Executive Director. This includes keeping the Development team apprised of Executive Director interactions with donors and working cooperatively with the Development team to schedule donor meetings, ensure that the Executive Director is prepared for the meetings, and accurately tracking notes from meetings.

·      Supporting the Volunteer Leadership team’s goal of delivering a consistent, professional experience for California Trustees. This includes managing the Board of Trustees committees program by scheduling, minute taking, and project managing the preparation of materials.

· Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems.

· Decisions may bind the organization financially or legally.

·  Financial responsibility includes purchasing, and negotiating and contracting with vendors, and participating in budget preparation.

· Maintains confidentiality of frequently sensitive and emotionally charged information.

· Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.

· May participate in complex negotiations.

· May supervise administrative, professional and/or volunteer staff, responsibility includes training and professional development.

· Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs.

· Travel and work flexible hours as needed.

· Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

· Work is diversified and may not always fall under established practices and guidelines.

· Work within scope of program’s strategic goals.

· Bachelor’s degree and 3 years related experience or equivalent combination.

· Experience generating reports, and analyzing and interpreting data.

· Experience managing the schedule and contacts of a senior leader.

· Experience with database management.

· Experience working across departments

· Ability to implement complex processes.

· Ability to use existing technology to achieve desired results.

· Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff.

· Experience coordinating projects.

· Experience interpreting guidelines to achieve desired results.

· Experience supervising staff, interns and/or volunteers.

· Successful experience implementing strategic program goals.