Executive Assistant

Vivalon is currently accepting applications for an Executive Assistant. Vivalon (formerly Whistlestop) has been voted the best non-profit in Marin for 2022. Also recognized as one of the Best Places to work in the North Bay, we offer a dynamic team-oriented environment where every day we get to make a positive impact on people’s lives.

Reporting directly to the CEO, the Assistant to the CEO provides executive support in a one-on-one working relationship. The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Assistant also serves as a liaison to the board of directors and executive operations team which includes the COO, the CFO and the CPO; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Functions

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed meeting agendas and compiling documents for meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, Whistlestop staff, and others, on matters related to CEO's leadership.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides administrative support for members of the Executive Operations Team, including the COO, CFO and CPO.

Board Support and Liaison

• Serves as the CEO’s administrative liaison to board of directors.
• Maintains discretion and confidentiality in relationships with all Whistlestop’s board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Provides administrative support to board as directed by the CEO.

Executive Operations Team Liaison

• Participates as an adjunct member of the Executive Operations Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.

Communications, Partnerships, and Outreach

• Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.
• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

Qualifications:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Skill and experience at executive calendar management

Education & Experience

• Bachelor's degree or equivalent experience required
• Strong work tenure: five years of experience supporting C-Level Executives as an Executive Assistant or Paralegal (preferably in a non-profit organization)
• Experience and interest in internal and external communications and partnership development
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
• All Vivalon employees must be vaccinated against COVID-19 and receive the vaccine booster dose as soon as eligible.

Working Conditions (shifts, OT):

Daily reporting hours and days of the week vary according to the business needs of the department. Requires attendance at events that may occur evenings, weekends and/or holidays.

Job Type: Full-time

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

COVID-19 considerations:
All Vivalon employees must be vaccinated against COVID-19 and receive the vaccine booster dose as soon as eligible.

Work Location: One location