Position Title: C-level Executive Assistant
Program/Dept: Agency Administration
Reports to: Chief Executive Officer
Classification: Temporary, Full Time, Non-Exempt
Compensation: $43-50/hr

In Person Position - 40 hours per week

Agency Description: Founded in San Mateo, California, in 1964, Caminar’s thriving programs and services serve more than 14,000 individuals annually across San Mateo, Santa Clara, San Francisco, Solano, and Butte Counties. Our nonprofit organization’s portfolio of behavioral health and supportive services empowers and supports individuals and families to move toward resilience, wellness, and independence. And, we are expanding our capacity to address the increasingly complex needs of individuals and families.

Position Description: This is a temporary position (approximate 3 – 6 months) with an anticipated start of mid-March 2023. The Executive Assistant will serve as the primary point of contact for the Chief Executive Officer (CEO) and will also serve as a liaison with the Board of Directors.

The Executive Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The ideal candidate will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills.

Essential Duties & Responsibilities:

• Support the work of the CEO, the Board of Directors and Senior Executive Leadership Team.
• Anticipate the CEO needs and proactively bring together appropriate people and resources to support the executive in carrying out their duties and role.
• Manage the daily schedule of CEO, ensuring that they know their schedule 24 hours in advance and keeping appointments and meetings on time or changing schedules when necessary.
• When the CEO chairs meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations/meeting documents and coordinate scheduling.
• Effectively manage contacts and relationships with Board Members, and board meeting logistics, and acting as a first point of contact for Board Member queries.
• Act as the lead in preparation for Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, setting the timetable and owners for board material preparation, producing a final draft of the Board Report, and compiling financial and client data for dashboard reports.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
• Handle confidential information in a professional and discreet manner.
• Ensure various administrative tasks are done in an effective and efficient manner, including copying, scanning, reviewing outside mail, drafting correspondence, screening phone calls when requested, and maintaining executive files as needed.
• Process and maintain expenses for CEO and CFO and submit monthly reports to accounting department.
• Work independently and within a team on special and nonrecurring and ongoing projects. Act as a project manager for special project, which may include; planning and coordinating multiple presentations, disseminating information, and organizing events.
• Assist with planning and implementation of various marketing and fundraising projects, as needed.
• Drive own or agency vehicle to meetings and other venues, as required; documenting and reporting mileage according to agency procedures; comply with agency vehicle policy at all times.
• Complete and submit accurate timesheets and absence reports to management in a timely manner.
• Actively nurture and advance the cooperative, harmonious and teamwork-oriented environment Caminar strives to promote within the workplace; Through daily efforts and presentation promote an atmosphere of dignity and respect in line with the organization’s mission, philosophy, policies and procedures.
• Perform other related duties, responsibilities and special projects as assigned.

Qualifications, Skills & Abilities:

• Must be passionate about Caminar's mission.
• BA/BS from an accredited college/university is required.
• Experience working with board members and handling board relations, coordinating board meetings and composing meeting minute is required.
• Previous experience working in a non-profit, specifically in a community based behavioral health organization, is highly desired.
• The ability to view and protect confidential information
• Minimum three years’ experience providing direct support to a C-Level executive is preferred.
• Excellent oral and written communication skills, including an ability to write a variety of materials to different audiences.
• Excellent time management skills, with the proven ability to continuously manage multiple tasks and deadlines simultaneously.
• Must have excellent computer skills, including extensive work with Microsoft Office (Word, Excel, Publisher, et cetera). Experience with website management, social media web platform, and software applications including Adobe Photoshop, Illustrator, and InDesign is highly preferred.
• Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Customer Service—manages difficult customer situations, responds promptly to customer needs and solicits customer feedback to improve service.
• Quality management—looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
• Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security—the individual actively promotes and personally observes safety and security procedures and uses equipment and materials properly.
• Must be a dynamic self-starter with demonstrated ability to work independently on special projects.

Physical, Environmental and Mental Requirements:

• Physical: Occasionally required to push/pull objects up to 50 lbs, and to lift/carry objects up to 25 lbs. frequently required to perform moderately difficult manipulative tasks such as typing, writing, etc. Must be able to walk, stand, sit for extended periods.
• Sensory: Frequently required to read documents, written reports, and plans. Must be able to distinguish normal sounds with some background noise, as in answering the phone, interacting with residents and staff, etc. Must be able to speak clearly and understand/be understood using the English language.
• Cognitive: Frequently required to concentrate on moderate detail with constant interruption. Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time. Must be able to remember multiple tasks/assignments given to self and others over a period of several days.
• Environmental Conditions: Frequent exposure to varied office and mixed (residential/office) environments. Occasional exposure to toxins and poisonous substances, dust, and loud noises.
• Equipment: Frequently required to use a computer, phone, and fax machine

Special Requirements:

• Must be able to meet and receive a criminal records clearance, as required by Title XXII, other licensing regulations, and Caminar practices.
• This position will require frequent driving so maintaining a valid CA driver license, reliable personal automobile, a clean driving record, and current insurance as required by law are essential job requirements.
• A personal cell phone with reliable service and, if applicable, a data plan to use for business purposes.
• TB clearance and physical exam post-offer, pre-employment.
• May be required to obtain and maintain CPR/First Aid certification.

Caminar is a leader in providing innovative client-oriented mental health services. We are an equal opportunity employer. Please visit our web site at www.caminar.org