Executive Assistant

Executive Assistant Position Description

General Description

Reporting to the CEO, the Executive Assistant provides high-level administrative functions that assist and support the CEO. The Executive Assistant is a full-time, salary position with a primary responsibility toward the daily operations of the Downtown Modesto Partnership. The successful candidate will be able to:

• Manage the day to day activities of DMP
• Coordinate and execute all clerical/administrative functions of the organization.
• Provide high level research and recommendations to further the functions and direction of DMP
• Assist CEO in managing the HR needs of organization
• Assists CEO with financial aspects of DMP

Primary Responsibilities

• Manages and performs various administrative tasks and office duties to support the CEO.
• Schedules Executive’s calendar, including appointments, meetings, conferences, luncheons and travel plans.
• Establishes and maintains effective communications and relationships with contractors, vendors, elected officials, businesses, property owners, community-based organizations and others.
• Maintains records, files and the organization’s database system.
• Proofreads and edits documents as needed.
• Manages deposits, bills, accounts receivable and payable and enters information into QuickBooks.
• Prepares for Executive Committee, Board of Directors and other committee meetings, which includes facility arrangements, public notifications, and preparation of agendas and meeting packets. In addition, records and transcribes minutes.
• Receives and screens visitors and telephone calls.
• Establishes and maintains vendor files; reviews invoices for payment and verification.
• Assists with annual audit.
• Participates in research projects at the request of the CEO.
• Prepares recurring and special report presentations by gathering data and assembling reports using PowerPoint, Excel or other presentation.
• Assists with all HR aspects of the organization, including hiring of staff, performance evaluations and separation of staff from the organization.
• Other duties as needed.

Skills/Knowledge/Abilities

• Proficiency in Microsoft Office Suite (Word/Excel/Access/PowerPoint and Outlook).
• Experience in bookkeeping and maintenance of accounts
• Ability to deal effectively with all levels of staff. Must be professional and diplomatic.
• Excellent interpersonal, verbal and written communication skills.
• Ability to maintain regular attendance to support required quality and quantity of work.
• General knowledge of industry-related issues.
• Ability to maintain high-degree of confidentiality, and establish and maintain positive and effective work relationships with co-workers, board members, partners and constituents.

Qualifications

Any combination of education and experience that would result in a person’s ability to fulfill the job function will suffice. A typical way of qualifying would be the following:

• Bachelors’ degree
• Three years of progressive professional experience

Job Type: Full-time

Pay: $34,901.00 - $89,867.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
We follow all guidelines and protocols through the California Department of Public Health within a small office setting that has a staff of fewer than five people.

Ability to commute/relocate:

• Modesto, CA 95354: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Work Location: One location