ROLE SUMMARY

The Administrative Assistant to the Chief of Staff is responsible for supporting the Chief of Staff and the larger Executive Team with complex and routine administrative tasks, in addition to ensuring the efficient operations of Wellnest’s Administrative Offices.

ESSENTIAL RESPONSIBILITIES

General Office Support

• Manages the day-to-day operations of the Administrative Office, including evaluating and re-designing general office processes.
• Ensures the Administrative Office common spaces are kept in an orderly manner.
• Ensures proper operation of office equipment (e.g., printers, copiers) by collaborating with IT to coordinate preventive maintenance requirements, calls for repairs, and maintains equipment supply inventory.
• Manages office supply inventory for the Administrative Offices by checking stock to determine inventory level, anticipating supply needs, placing orders, distributing supplies, and working with individual teams to support their unique needs.
• Responsible for managing the purchase of general office supplies organization-wide.
• Sorts and distributes incoming and outgoing mail. Manages the Office’s courier needs.
• Responsible for handling and tracking checks received, making and distributing copies to the appropriate departments, and logging check information into designated system(s).
• Manages conference/meeting room bookings, preventing scheduling conflicts and facilitating a solution for needed space when needed.
• Works closely with other administrative staff and supports other colleagues as needed.

Chief of Staff Support

• Provides high-level, confidential administrative support to the Chief of Staff.
• Creates, maintains, and updates various documents, including drafting and editing communications, preparing meeting agendas, and developing PowerPoint presentations.
• Responsible for conducting research, data analysis, and preparing cross-functional reports.
• Assists with monitoring pending projects and ensuring project deadlines are met.
• Manages internal and external meeting/event logistics, in-person and virtually.
• Manages outgoing communications, including all administrative aspects of mass mail projects and digital campaigns.
• Manages monthly credit card reconciliation and expense report process for Chief of Staff.
• Makes travel arrangements, including scheduling flights and hotel reservations and coordinating out-of-town meetings and training for the Chief of Staff.
• Assists with community outreach initiatives, including outreach to local businesses, residents, neighborhood groups, local government leaders, and other stakeholders in support of special projects.
• Responsible for editing and maintaining the Board Portal for the Board of Directors.
• Schedules and provides logistical support for meetings of the Board of Directors and its Committees.
• Responsible for agendas, minutes, and other materials for meetings of the Board of Directors and its Committees.
• Attends and takes minutes for the Board and Committee meetings and provides minutes and recap to all appropriate people.
• Prepares Board Binders and organizes logistics for Board of Directors Retreat.
• Manages the Board distribution list and contact information, distributes and tracks annual Conflict of Interest Forms, and other documents as assigned.
• In the absence of the Chief of Staff, provides direct administrative support to the President & CEO and serves as the liaison to the Board of Directors.
• Additional duties as assigned

QUALIFICATIONS

Education and Experience:

• High School Diploma required. A bachelor’s degree from an accredited college or university is preferred.
• A minimum of three (3) to five (5) years of professional administrative experience supporting a fast-paced team in an office environment is required.

Certificates, Licenses and Registrations:

• Must possess and maintain a valid CA driver’s license and insurable driving record.

Knowledge, Skills and Abilities:

• A strong commitment to advancing Wellnest’s mission.
• Demonstrated project management experience with the ability to efficiently meet deadlines.
• Excellent organizational, coordination, problem-solving, and time management skills, including planning and managing multiple priorities simultaneously.
• Ability to work independently and exercise sound judgment and discretion.
• Establish and maintain working relationships with this encountered in the course of work.
• Ability to maintain a high level of ethical and professional standards.
• Excellent communication skills that are rooted in accurately and effectively conveying information.
• Be a self-starter and demonstrate an ability to solve problems.
• Strong interpersonal skills and ability to build and cultivate relationships to work effectively with various personalities.
• Demonstrate cultural competence and sensitivity with diverse groups across race, ethnicity, religion, sexual orientation, class, ability, gender, and other identifiers.
• Skilled in engaging and working with diverse individuals and groups to accomplish established goals.
• Advanced proficiency with Microsoft Office Suite (i.e., MS Word, Excel, PowerPoint and Outlook). General ability to adapt to new technology systems and applications.
• Ability to thrive in a fast-paced and achievement-oriented environment.