Executive Assistant

Please email your resumes to hrteamhrt1@gmail.com

PURPOSE STATEMENT:

Under the direction of the Executive Director and/or designee, the Executive Assistant, is responsible for providing comprehensive support to the Executive Director and managing the organization’s office operations, including working remotely with clients, grant providers, supporters and the Project Joy team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position supports a collaborative regional effort in the Antelope Valley implementing the strategy to increase educational and employment opportunities for the young adult population. This position is grant funded and will may end once the grant funding ends.

DISTINGUISHING CHARACTERISTICS:

The person in this position will be compassionate, empathic and build a rapport with clients and the community. The Personal Assistant will be a motivated and community-oriented individual responsible for providing high level assistance to the Executive Director, perform a variety of administrative tasks, raise awareness about our organization's mission, and promote our programs and services. The PA will provide assistance for all Project Joy events and programs. The ideal candidate will have excellent communication skills, a passion for community engagement, and the ability to build strong relationships with diverse stakeholders. This person is self-motivated and a team player.

ESSENTIAL FUNCTIONS, DUTIES, AND TASKS:

The following list of functions, duties, and tasks is typical for this position. Employees may not perform all of the listed duties and/or may be required to perform other closely related or job specific functions, duties, and tasks from those set forth below to address business needs and changing business practices.

*Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the ED, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect ED’s style and organization policy E *Manage information flow in a timely and accurate manner E *Provide sophisticated calendar management for ED. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements E *Manage executives’ calendars and set up meetings E *Provide time management assistance relative to daily/weekly/monthly appointments, tasks, meetings, and obligations E *Make travel and accommodation arrangements E *Track daily expenses and prepare weekly, monthly or quarterly reports E *Oversee the performance of other clerical staff E *Act as an office manager by keeping up with office supply inventory E *Format information for internal and external communication – memos, emails, presentations, reports E *Open/Close Office and run errands as needed/requested E *Take minutes during meetings E *Screen and direct phone calls and distribute correspondence E *Organize and maintain the office filing system E *Provide event management support as requested E *Performs other related duties as assigned for ensuring the efficient and effective functioning of the organization, including various mandatory training E

KNOWLEDGE, SKILLS, AND ABILITIES

(At time of application)

Knowledge of:

*Oral and written communication skills. *Microsoft Office and desktop publishing software. *Exceptional organizational skills and impeccable attention to detail. *Time Management practices, techniques and strategies. *Organizational practices, techniques and strategies. *Modern office practices, procedures, and equipment. *Record keeping techniques. *Solutions focused problem solving. *Computer programs.

Skills and Abilities to:

*Connect easily, build trust and work with empathy from a strength-based perspective and honor cultural diversity. *Contributing to a team, as well as accepting accountability for individual performance and results, desirable. *Expert proficiency in and ability to design and edit graphic presentations and materials. *Represent agency in-person (some evenings and weekends required) at our hosted events and partner agency community events. *Track and record public interactions for program reports and metrics. *Recognize, understand, maintain, and promote discretion and confidentiality. *Make appropriate, informed decisions regarding priorities and available time. *Able to maintain a high level of integrity and discretion in handling confidential information. *Understanding and familiarity with office gadgets and applications (e.g. e-calendars and copy machines) *Operate a computer. *Basic math. *Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. *Ability to work independently; complete a high volume of tasks and projects with little or no guidance. *Establish and maintain effective working relationships with others. *Meet schedules and timelines. *Ability to be resourceful, innovative, and proactive to support the Executive Director. *Ability to switch gears at a moment’s notice. *Maintain records and prepare reports. *Communicate effectively both orally and in writing. *Perform the essential functions of the job.

JOB QUALIFICATION/REQUIREMENTS:

Must have cultural intelligence as evidenced by shared lived experience and background living and/or working in the primary cultures and communities served by Project Joy. Minimum of one (1) year of support experience as a personal assistant, executive assistant or a related role for an Executive Director or similarly fast-paced individual. Excellent communication skills, both written and verbal, with the ability to effectively engage and connect with diverse populations. Familiarity with various organizational and time management techniques, strategies and tools, including e-calendars, e-schedules, computer and/or web-based programs. Ability to work well within a cross-functional team environment and diverse communities. Lived experience related to systems of housing, poverty, child welfare, juvenile justice, education and/or health, desirable. Hard work ethic with a 24/7 availability/mentality. Ability to thrive in a fast-paced, dynamic environment. Personable and Professional demeanor. Proactive and thorough approach. Resourcefulness.

EDUCATION AND EXPERIENCE

Associate degree preferred; some college level courses in Business Administration or a related field; or ability to demonstrate strong communication and computer skills is desired. Minimum of one (1) year of support experience as an Executive Assistant, Personal Assistant or similar related role for an Executive Director or similarly fast paced individual. Demonstrated experience in planning and executing successful office management operations. Related work experience in the “helping professions”, desirable.

LICENSE(S) REQUIRED:

Valid, current California Driver’s License with current automobile insurance. Must have and maintain a clean driving record acceptable to the organization’s insurance company. Must have immediate access to his or her vehicle during work hours.

CERTIFICATIONS AND TESTING REQUIRED:

After offer of employment, obtain:

Criminal Justice and FBI Fingerprint Clearance

Peer Specialist Certification desirable

Mental Health First Aid certificate

Mandated Reporter certificate

CPR certified

COVID 19 Vaccination may be required.

WORK ENVIRONMENT / PHYSICAL DEMANDS:

(Must be performed with or without reasonable accommodations)

*Office environment. *Outdoor environment. *Hearing and speaking accurately to exchange information in person or on the telephone. *Seeing to read a variety of materials. *Bending at the waist, kneeling, or crouching to file materials. *Sitting or standing for periods of time. *Dexterity of hands and fingers to operate a computer keyboard. *Lifting or moving objects, normally not exceeding twenty (20) pounds.

Accommodation may be made to enable a person with a disability to perform the essential functions of the job with or without reasonable accommodation.

Project Joy is an equal opportunity employer committed to maintaining a diverse, mission-driven workforce. We maintain that policy in recruitment, hiring, career advancement, and all other human resources practices. Your job related experience and other qualifications will be considered without discrimination on grounds of age, race, color, religion, sex, physical or mental disability, sexual orientation, veteran or other protected status. All information in this application will be treated confidentially.

Available shifts and compensation: We have available shifts all days of the week. Compensation is $20.00 - $33.00/hour.

Learn more about us at www.projectjoyusa.com.

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