The California Wellness Foundation is seeking an experienced administrative professional to provide executive support to the Executive Vice President and the Public Affairs department. The Public Affairs department is responsible for the foundation’s communications, community relations and public policy work.
At Cal Wellness, an executive assistant (EA) performs work well beyond the scope of entry-level assistants. The EA becomes the right hand of the executive, with the goal of taking on any administrative or project-related tasks in order to allow the executive to focus on department- and enterprise-wide priorities. EAs are responsible for a wide variety of complex and critical executive administrative duties for the executive they serve, as well as a critial team resource. They become a hub of information, and serve as a key representative of the executive’s office.
In addition to executive support, the EA to the EVP supports the Public Affairs department, which reports to the EVP and is responsible for the foundation’s communications, community relations and public policy work. The EA to the EVP also works closely with the Executive Office, including the CEO, Executive Assistant to the CEO and Board Liaison.
- Maintain executive’s calendar, scheduling meetings, and coordinate related arrangements.
- Manage logistics for executive’s travel, making reservations and coordinating any related needs.
- Manage expense reporting, ensuring timely submission of materials through Concur.
- Develop and track contracts and consulting agreements to support department work, coordinating with project leads in the department as well as the Operations and Finance teams.
- Design, implement and maintain efficient processes to manage administrative work within the department.
- Work closely with EAs across the foundation to coordinate meeting logistics and project work for foundation executives.
- Plan and manage logistics for meetings and events, including vendor and venue selection and budget management.
- Manage meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of advance materials as well as follow-on action items. Follow up with task owners to ensure completion.
- Develop and/or review, format, and proofread correspondence, presentation materials, and other documents to ensure accuracy and completeness.
- Develop a comprehensive knowledge of operational practices, policies, and procedures.
DEPARTMENT-SPECIFIC RESPONSIBILITIES AND EXPERIENCE
- Monitor and triage incoming email communications via the foundation’s website.
- Provide backup support for digital communications, including website and social media postings, email newsletters and intranet updates.
- Organize and advise on structure to maintain electronic files for the department.
- Identify, evaluate and recommend productivity tools, in consultation with IT, to create efficiencies and improve coordination of department work.
- Collect information to inform Public Affairs work as needed, including articles and media reports, public policy information, and other background materials on a variety of issues.
- Experience developing content or managing digital communications (e.g. websites, social media channels, electronic newsletters) for a professional organization is a plus.
- Exposure to the philanthropic and/or nonprofit sector and experience working in a communications/public relations, public policy, or public affairs department or organization is a plus
The EA position requires deep proficiency in a broad range of administrative and operational activities. The ideal candidate has superb interpersonal skills, a positive attitude, the ability to anticipate needs as well as adapt and respond thoughtfully to emerging issues, and the ability to work quickly and effectively in a dynamic environment.
The position requires clear, effective communications skills; a high level of discretion, critical thinking and judgement in handling sensitive and confidential information; and advanced organizational and prioritization skills necessary for multitasking and keeping the supervising executive on track, on time and informed.
REQUIREMENTS, QUALIFICATIONS AND RELEVANT EXPERIENCE
- Ability to anticipate the executive’s needs and make independent decisions when necessary.
- Ability to work both independently and collaboratively within a team.
- Ability to proactively problem solve, identifying and implementing effective solutions, even when there is a lack of clear process or standards.
- Good judgement in balancing independent work with the need to seek guidance and ensure alignment on top priority initiatives.
- Excellent oral and written communication skills.
- Strong interpersonal skills with the ability to interact with a diverse population.
- Strong organizational skills with high attention to detail and accuracy.
- Ability to multitask, prioritize and follow through to effectively manage workflow.
- Ability to plan ahead and work within deadlines.
- Strong time management skills, effectively managing one's own time and the time of others.
- Ability to use discretion and maintain confidentiality when handling sensitive materials and issues.
- Self-awareness and the ability to assess one’s own strengths and weaknesses; willingness to pursue training and development opportunities to continuously build knowledge and skills and share expertise with others.
- Advanced knowledge of MS Office, including Outlook, Excel, Word and PowerPoint, with ability to create high-level presentations.
- Occasional domestic travel, primarily between foundation offices in Los Angeles and Oakland, Calif.
- Occasional domestic travel, primarily between foundation offices in Los Angeles and Oakland, California. (Note: All travel on hold during COVID)
- The ideal candidate will embody Cal Wellness’ core competencies:
- Live our Core Values: Respect, Integrity, Accountability, Equity, Stewardship, Excellence, Learning, and Trust.
- Drive Towards Innovation: Be bold. Experiment and learn from both successes and failures.
- Make a Difference: Yes, we can. Own our responsibilities and our ability to make positive change.
- Contribute to One Team: We’re in this together. Our success is a collective effort.
- Show Courage: Be thoughtful but act on your convictions. Be open to feedback.
The selected candidates starting salary will be $76,000 per year ($36.54 hourly). The full salary range for this role is $73,600 to $110,400. Highlights from our benefit package include: a variety of health plans, a generous 401(k) retirement savings plan, paid time off, professional development and educational opportunities, matching gifts, and the opportunity to work at a mission and values driven organization.
Please upload your resume and letter of interest through the link here:
If you require a reasonable accommodation in order to participate in our application process, please let us know.
The California Wellness Foundation is an equal opportunity employer and welcomes a diverse candidate pool.
The above job description is intended to describe the general nature and level of work performed and is not intended to limit the scope of potential work assignments. This is only a summary of the typical functions of the job and duties may differ from those as outlined above.