Executive Assistant
Community Foundation of Mendocino County
Ukiah, CA, USA
Job Posted:
30+ days ago

Executive Assistant

Executive Assistant/Board and Community Liaison
Job Description

Reports to: President/CEO
Status: Full-Time, non-exempt (40 hours/week)

Reporting directly to the President/CEO, the Executive Assistant provides administrative support to the President/CEO and the Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external communication regarding all matters pertaining to the Office of the President/CEO. The Executive Assistant also serves as a liaison to the Board of Directors and senior management. The Executive Assistant organizes and coordinates executive outreach, assists the CEO and Communications Manager with certain external communications, and acts as back-up to Communications Manager as social media monitor. The Executive Assistant must be creative and results-oriented and enjoy working within a small, entrepreneurial environment that is mission-driven, deliverable-based, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative, technical, and organizational skills, and the ability to balance multiple priorities. The Executive Assistant will 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.


Executive Support
• Completes a broad variety of administrative tasks for the President/CEO including: managing a calendar of appointments; composing and preparing correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Communicates directly, and on behalf of the President /CEO, with Board members, donors, Foundation staff, and community partners, on matters related to President/CEO's programmatic goals and initiatives. Follows up on certain contacts made by the President/CEO and supports the cultivation of ongoing relationships.
• Prioritizes incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the President/CEO's office and internal departments; demonstrates leadership to maintain credibility, trust, and support with the senior management team and other staff.
• Assists in coordinating the agenda of senior management team meetings and staff meetings, coordinates facilities for occasional off-site meetings, and arranges refreshments for certain meetings when necessary.
• Maintains a sense for the issues taking place in the external environment and within the organization to assist in keeping the President/CEO updated.
• Manages a variety of special projects for the President/CEO, some of which may have organizational impact.
• Prioritizes conflicting needs; handles issues expeditiously and proactively; manages project s to successful completion, often with deadline pressures.

Board Support and Liaison
• Serves as the President/CEO's administrative liaison to the Board of Directors.
• Maintains discretion and confidentiality in relationships with all Board members.
• Works with the CEO to develop annual board meeting calendar and maintains and updates it.
• Handles agenda and meeting preparation, attends and records the minutes for Board of Director meetings and its related Advisory Committee meetings.
• Updates and maintains the portfolio of board policies, the board orientation binder, and the Board bios on the website.
• Maintains Board Network, an external online tool for board members to access necessary documents, current meeting information, and archived information.
• Assists board members with travel arrangements, lodging, and meal planning as needed for trainings and the annual retreat.
• Adheres to compliance with applicable rules and regulations set in bylaws and in National Standards compliance regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Office Management
• Handles telephone inquiries within area of knowledge and routes calls as needed.
• Coordinates staff to ensure office coverage (phone messages, etc.).
• Arranges and distributes essential postal mail in priority action order.

• BA in related field or equivalent experience in a non-profit organization setting
• Advanced in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and familiarity with social media web platforms and donor management software
• Excellent telephone and inter-personal communication skills
• Outstanding verbal and written communication skills
• Ability to relate in a warm, effective and helpful manner to individual donors and prospective donors, as well as to Board members, staff and key volunteers
• Able to carry out multiple assignments, learn quickly and prioritize effectively
• Have the ability to work independently
• Possess a keen desire for excellence and accuracy
• Professional appearance and demeanor
• Ability to work in a small office as a member of a team
• Flexibility to work evenings and weekends, as needed.
• Automobile, standard automobile insurance and the ability to travel and work throughout the County

Megan Barber Allende, President/CEO