Executive Assistant

Please note that this Executive Assistant role is temporary to hire. As our Executive Assistant, you will directly support the Chief of Programs with administrative, operational, and procedural tasks, including the implementation of projects, events, and contracts as assigned.

• Provide comprehensive administrative and organizational support to the Chief of Programs, including calendar management, travel coordination, timesheet completion, and expense reporting.
• Serve as the administrative interface for internal and external stakeholders, coordinating meetings, events, and communications with follow-ups.
• Anticipate administrative needs, track key deadlines, and keep the Chief of Programs organized and informed.
• Prepare and distribute documents, including correspondence, agendas, notes, presentations, and reports, ensuring the Chief has necessary materials for meetings and proper follow-up, dissemination, and record-keeping.
• Conduct research, compile reports, and support special projects as needed.
• Manage logistics for meetings, including scheduling, materials preparation, catering, and minute-taking.
• Maintain office supplies and materials, and coordinate orders with other administrative staff in the agency and outside vendors as needed.
• Assist in developing and improving administrative processes to increase operational effectiveness.
• Maintain accurate electronic and paper records, including contracts, invoices, and program data.
• Provide general administrative support for strategic and agency-wide initiatives.

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be one of the following:

Five (5) years of increasingly responsible office administrative or secretarial experience with reporting responsibility to a department director and completion of the twelfth grade.

Relevant college level coursework may be substituted to meet one year of the minimum work experience standards.

• Associate degree or equivalent of three years of college (90 quarter units or 60 semester units) from an accredited college or university and minimum of five years’ Executive Assistant, Management Assistant or Senior Administrative experience
• Bachelor’s degree and minimum two years’ experience as Executive Assistant, Management Assistant, Senior Administrative, or equivalent

Knowledge of:

• Practices and methods of office administration including the use of standard office equipment and computer applications related to the work.
• Organization and function of public agencies, including the role of the Board of Commissioners and appointed boards and commissions.
• Project and/or program management, analytical processes, and report preparation techniques; administrative programs such as, but not limited to, budgeting and other related governmental programs.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Research and reporting methods, techniques, and procedures.
• Sources of information related to a broad range of educational and administrative programs, services, and administration.
• Record-keeping principles and procedures.
• Business mathematics and basic statistical techniques.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Agency and mandated safety rules, regulations, and protocols
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and Agency staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, administer, coordinate, review, and evaluate administrative duties and responsibilities.
• Maintain confidentiality and discretion in handling and processing confidential information and data related to the Executive Leadership Team.
• Assist in developing and implementing goals, objectives, policies, procedures, work standards, and internal controls for assigned functional areas.
• Perform varied, confidential, and responsible secretarial and office administrative work requiring the use of judgment, tact, and discretion.
• Plan and conduct effective administrative and operational studies.
• Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner.
• Prepare clear and effective statistical, narrative, informational, and educational reports, correspondence, policies, procedures, and other written material.
• Make accurate arithmetic, financial, and statistical computations.
• Assist in preparing and administering complex budgets.
• Respond to and effectively prioritize multiple phone calls, emails, and other requests/ interruptions.
• Organize, maintain, and update office database and records systems.
• Enter and retrieve data from a computer with sufficient speed and accuracy.
• Plan, organize, and conduct assignments from management staff with minimal direction.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Prepare clear and concise correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Other

• Some evening and weekends required
• May occasionally travel within Alameda County

Please note:

• This role is considered hybrid with the requirement to work onsite 4 days per week at the First 5 office as well as coming to the office to attend meetings as requested. 
• All First 5 employees must live and work in California.

The salary range for this position is $82,500 to $118,000 and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range

About First 5 Alameda County

First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.

Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.

First 5 Alameda County Benefits

We offer a benefits package to our temporary employees with health care including Medical, Dental, & Vision Coverage.

We also offer paid vacation and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.