Executive Assistant

North Bay Children’s Center

EXECUTIVE ASSISTANT

Job Description

The Executive Assistant is responsible for providing administrative support to the CEO of North Bay Children’s Center, a nonprofit organization, as well as to the Executive Team including the CFO/COO, VP of Programs and VP of Development, and their departments as needed. The successful candidate will need to be highly organized, detail-oriented, and possess excellent communication and interpersonal skills. This position requires the ability to work independently, manage multiple tasks simultaneously, and maintain confidentiality.

This is a full-time, non-exempt position that may require occasional evening and on rare occasions, weekend work. The Executive Assistant will report directly to the CEO and work closely with other members of the Executive team. The successful candidate will be passionate about NBCC’s mission and committed to supporting the CEO and Executive Team in achieving the organization's goals.

KEY RESPONSIBILITIES

Supporting the CEO:

· Manage the CEO’s calendar, including scheduling appointments, meetings, and conference calls

· Coordinate conference and meeting attendance.

· Coordinate weekly Executive team meeting agendas

· Draft correspondence, memos, and reports for the CEO, including proofreading and editing

· Manage and prioritize incoming emails, phone calls, and messages for the CEO

· Prepare materials for meetings, including agendas, presentations, and reports

· Attend meetings, take minutes, and distribute meeting notes as needed

· Serve as a liaison between the CEO and other departments within the organization

· Maintain and organize files, records, and documents

· Assist with special projects and events, as needed

· Handle confidential and sensitive information with discretion and professionalism

Supporting Other Administrative Departments

· Schedule donor meetings, tours, and outreach opportunities for the CEO and VP of Development to further the cultivation and stewardship of NBCC donors.

· Help identify potential opportunities for contacting and developing long-term relationships with individual donors.

· Assist with the preparation and/or review of donor acknowledgement letters. Assist with processing and recording gifts as needed.

· Work with the CFO and VP of Development to create efficiencies in the gift recording and tracking process.

· Assist with the planning, preparation, and implementation of special events and fundraisers as needed.

· Assist CFO/COO and VP Programs with scheduling, filing and other administrative duties

· Assist with facilities work coordination while Administration is in temporary location

· Coordinate and order office supplies as needed for administrative group

· Be a general team player and assist where needed

Qualifications

· Bachelor’s degree in a related field preferred

· At least 5-7 years of experience in an executive assistant or similar role

· Excellent organizational and time management skills

· Ability to work independently and prioritize tasks effectively

· Strong written and verbal communication skills

· High level of attention to detail and accuracy

· Ability to handle confidential information with discretion and professionalism

· Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook

· Knowledge of Sharepoint file sharing system is a plus

Compensation

· This position is non-exempt, and compensation is $33.65 per hour ($70,000/annually)

· NBCC provides medical, dental, 403(b) and other benefits

Work Environment

· Noise level associated with a 10-person team office work environment.

· Will work indoors exclusively and work at home rarely.

Change in temperature/humidity according to normal HVAC work environment, medium office noise level, will use computer, monitors, tablets, telephone and will work alone and with other peers and supervisors.

Physical Demands:

• Frequently: Sitting, Standing, Walking
• Occasionally: Bending, Crouching, Stooping, Kneeling, Twisting, and Turning
• Lifitng up to 50 lbs
• Carrying up to 50 lbs
• Pushing/Pulling up to 50 lbs

Job Type: Full-time

Pay: $36.06 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Referral program

Schedule:

• 8 hour shift

Experience:

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

Ability to Commute:

• Novato, CA 94945 (Preferred)

Ability to Relocate:

• Novato, CA 94945: Relocate before starting work (Required)

Work Location: In person