Position Description: We are seeking a dynamic, collaborative, and detail-oriented individual to join our team as the Executive Assistant. Reporting to the Chief Executive Officer (CEO), the Executive Assistant will perform a broad scope of administrative support and project management assignments.
Position Overview: CVNL is dedicated to advancing nonprofits and volunteerism by strengthening leadership, encouraging innovation, and empowering individuals in our community. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. This position works collaboratively with CVNL’s leadership team and Board of Directors to advance the mission and goals of the organization.
Responsibilities:
Essential duties and responsibilities include the following. Other duties may be assigned.
- Completes a variety of high-level administrative tasks including but not limited to schedule management, completing expense reports, phone calls, ordering supplies, meeting prep and arrangement, research, as well as compiling presentation materials
- As requested, prepares agendas for meetings, takes minutes to capture action items, and follows up with delegated tasks
- Serves as the primary author of executive communications to staff, board members, designated business/community leaders, elected/government officials, general public, and/or others as directed by and on behalf of the CEO
- Provide logistical support to the CEO for trainings and workshops. This may include invoicing, tracking attendance, and building presentation materials.
- Builds relationships across the organization and maintains a comprehensive awareness of the current initiatives of the team
- Participates in community and organizational activities/events as an ambassador of CVNL and representative of the CEO
- Responds to all general inquiries about CVNL’s programs and services and provides resource information and referrals
- Processes all internal mail including reconciling checks
- Identifies and presents opportunities to improve business efficiency and operations
- Provides support to the Board of Directors and subsequent Board Committees including scheduling meetings, managing correspondence, preparing reports and performance dashboards, writing/compiling meeting minutes, and ensuring adherence to outlined provisions
- Assist staff as host to those using meeting rooms for internal workshops, meetings, and other events. This includes set-up, clean-up, preparing name tags, checking in participants, preparing coffee, and other administrative support as deemed necessary
- Manage the Napa Venue Grant which includes processing applicant inquiries and submitted proposals, overseeing the budget, and sending acceptance/rejection communications on behalf of the Gasser Foundation
- Keeps track of annual Board documents and ‘give/get’ goals and results
Requirements
- Demonstrated passion for and commitment to the nonprofit sector preferred
- Two years’ project management or administrative support experience
- Ability to handles multiple tasks while being flexible and adapting to changing priorities
- Excellent written and verbal communication skills
- Prior history of ensuring confidentiality of work-related information and materials
- Experience writing contracts, grants, presentations and/or reports
- Initiative and independent work style that supports implementation and completion of tasks
- Highly organized, detail-oriented, resourceful, and self-motivated
- Ability to take initiative and juggle multiple priorities simultaneously
- Effective in working with diverse cultural and social populations
- Strong technology skills including knowledge of MS Office (Excel, Outlook, PowerPoint) and comfort in learning technology for project management.
Physical & Travel Requirements:
- Ability to work occasional nights and weekends to support events/special projects.
- Able to travel throughout Marin and Bay Area.
- In addition to basic computer desk work, the employee is required to stand, walk, reach above shoulders, and climb or balance. The employee may occasionally lift and/or move up to 25 lbs.
Benefits
- Vacation: 12 days in year 1, 15 days in year 2, 20 days in year 5.
- SICK: 12 Sick days per year
- Holidays: 12 days observed.
- Health Insurance with base plan 100% covered by employer.
- Vision and Dental Insurance.
- 403B Retirement Plans with 3.5% employer contribution after 12 months.
- Staff have regular opportunities to participate in professional development workshops and classes offered at CVNL
Compensation:
The budgeted starting hourly rate that CVNL reasonably expects to pay for this position is $23.67 to 24.79 per hour. This takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, external market comparisons for similar positions in similar geographic locations and size. Offers are determined based on final candidate qualifications and experience.
CVNL is an equal opportunity employer and makes employment decisions on the basis of qualifications. The Agency policy prohibits unlawful discrimination in any employment decision based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.