POSITION TITLE: Executive Assistant – CCO, CPO & DCCO

DEPARTMENT: Administration

REPORTS TO Chief Clinical Officer and Chief Program Officer

FLSA STATUS: 1.0 FTE, Non-Exempt, Non- Union

COMPENSATION: $21.00-$25.00 per hour (DOE)

POSITION OVERVIEW:

The Executive Assistant will work closely with our Chief Clinical Officer (CCO), Chief Program Officer (CPO) and Deputy Chief Clinical Officer (DCCO), who oversee a variety of all La Familia direct service programs and internal departments. The Executive Assistant supports the CCO, CPO and DCCO directly through providing administrative support, which includes the following types of functions: Scheduling & Coordination, Contract Management, Special Project Management, Training Development, Coordination and Logistics, Reporting, Systems Development and Tracking.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

In support of, and in collaboration with CCO, CPO & DCCO, the Executive Assistant’s responsibilities may include, but are not limited to, the functions below:

General

• Clerical duties, including filing, copying, scanning, faxing, sorting and organizing
• Prepare, update and maintain written documents:
  • Agendas & Minutes;
  • Spreadsheets (via Excel and Google Sheets);
  • Brochures & Flyers (via Publisher and Canva);
• Coordination of CCO/CPO/DCCO calendar including communication with internal and external stakeholders and proactive rescheduling and communications as needed;
• Creation and maintenance of filing systems (paper and electronic);
• Establish and maintain information and communication tracking systems;
• Routine and periodic emailing; Special projects for events and support for other administrative personnel, as needed;
• Manage and coordinate special projects as assigned, including participation in agency staff events, supportive marketing materials, and similar;
• May also include supportive Executive Administrative duties in support of the Chief Executive Officer and Chief Strategy Officer when needed to provide coverage
• Other related duties as required or assigned

COMPENTENCIES:

• Excellent People Skills
• Effective Written and Communication Skills
• Team/Collaboration
• Flexible/Adaptable
• Accountable
• Ethical
• Strong organizational skills & Attention to details
• Results Oriented

QUALIFICATIONS & EXPERIENCE:

• High School diploma with 1 – 4 years or equivalent experience in a similar role.
• Familiarity with local community preferred
• Proficiency in Microsoft Office Suite (Word, Excel, PPT, Outlook, and Publisher)
• Proficiency in Google Drive (Docs, Sheets, Slides, and Forms)
• Comfort in learning new technologies and platforms (e.g., Canva, Slack)
• Internet search and research proficiency
• Attention to detail and proof reading skills, excellent English grammar and spelling
• Able to plan ahead and strategize to meet position needs
• Valid California driver’s license and insurance – Travel to additional Agency sites required.
• Current state-mandated guidelines requires employees in this position to be fully vaccinated against COVID-19, including booster shots. Accommodations may be available as required by law. Applicants who are offered a position will be asked about their vaccination status and applications will be required to provide proof of vaccinations against COVID-19 including booster shots. The agency can provide accommodations as required by law in certain circumstances.