Please direct your responses to: lsauln@chacmv.org
POSITION: ADMINISTRATIVE ASSISTANT
SUMMARY
CHAC seeks a candidate with strong organizational and communication skills and a positive attitude to coordinate the administrative activities for the Executive Director (ED) and Board of Directors to ensure the efficient and professional operation of the organization. CHAC is a forward thinking and innovative non-profit mental health service agency based in Mountain View, CA.
THE IDEAL CANDIDATE:
• Has strong administrative and interpersonal skills
• Has a positive can-do, will-do attitude
• Is flexible and highly organized
• Has discretion and emotional maturity to work with a diverse workforce
• Enjoys working with people
DUTIES RESPONSIBILITIES
• Plan and schedule ED calendar(s) and resolve calendaring conflicts. Negotiate and manage the needs of individuals or groups requesting time with the ED, independently committing the ED's time.
• Monitor email for those requiring immediate attention, signatures, scheduling and work with ED to respond in a timely manner with appropriate action.
• Provide administrative support to the ED, including organizing the efficient flow of work and materials. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software. Prepare timely responses to correspondence containing routine inquiries particularly from funders, school districts, city governments and other stakeholders.
• Independently prioritize, plan, coordinate and/or oversee logistics and conferences with individuals and entities internal and external to the agency, including executive and senior level staff, donors and government officials.
• Create and distribute agendas for Staff and Clinical meetings. Coordinate logistics for department meetings and retreats; attend meetings to record minutes.
• Coordinate collection and preparation of operating reports and statistical records of performance data. Maintain agency planning calendar and organization chart.
• Serve as the liaison to various internal and external constituencies, including screening correspondence and telephone calls; ensuring timely responses; keep the ED informed of all matters requiring her attention.
• Administer Board of Director activities: Prepare agendas, committee membership and Board of Director meeting materials each month
• Attend Board meetings, take meeting minutes and distribute to Board President
• Compose correspondence; develop, review and edit presentations and documentation; independently research and analyze associated issues and/or compile materials needed for presentation and/or decision making purposes.
• Manage multiple projects simultaneously. Anticipate and track initial dates, events and associated action items; follow up with appropriate parties on behalf of ED to ensure deadlines are met.
REQUIREMENTS QUALIFICATIONS
Education / License / Certification:
• Bachelor's degree required or commensurate experience.
Related Work Experience:
• At least 3 years' experience serving in a high level administrative position, ideally supporting an executive level position. Some exposure to the philanthropic and/or nonprofit sector and experience working in a communications and/or public relations department or organization preferred.
Knowledge, Skills and Abilities:
• Demonstrated ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact.
• Demonstrated high-level administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications.
• Excellent planning and organizational skills with high attention to detail, accuracy and protocol.
• Ability to take initiative and ownership of projects.
• Demonstrated ability to handle sensitive issues and maintain confidentiality.
• Ability to multi-task, adapt to changing priorities and meet deadlines.
• Excellent oral and written communication skills.
• Ability to multitask, prioritize and follow through to effectively manage work flow.
• Good interpersonal skills with the ability to interact with a diverse population.
• Ability to work independently and collaboratively within a team.
• Advanced proficiency in Microsoft Office, database programs and Internet research.
• Interest in CHAC's mission.
• Experience in education and/or mental health care desired
Physical Requirements:
• Constantly perform desk-based computer tasks.
• Frequently sitting.
• Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
• Rarely twist/bend/stoop/squat, kneel/crawl.
Working Conditions:
• May work flexible work schedule including weekends.
Compensation based on experience. Please include a resume with your reply.
Posted by: KIT List Jobs <jobposting2@kitlist.org>
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