Full-Time Executive Assistant
Purpose of Position:
The Executive Assistant reports to the Executive Director, and is responsible for the development, review, implementation, and oversight of the administrative details for the organization; and coordinates and provides support to the agency’s staff, the Board of Directors, sponsors, grantees, and the public.
Assists the Executive Director in coordinating and implementing a broad range of administrative tasks:
- Prioritizes, researches, summarizes, and assembles confidential/sensitive program documents for presentations to the Board, media, private and public entities, legislative offices, etc.
- Demonstrates strong communication skills to disseminate or explain agency policy/procedures; facilitate on-line collaboration; and implements computer-based office management systems to enhance organizational and change management.
- Provides support and maintains tracking for administrative and clearinghouse staff to ensure documents are processed timely for the Executive Director’s review; and are compliant with all laws, rules, regulations, policy/procedures.
- Independently composes correspondence, memorandums, and reports in accordance with established standards of format, grammar, and content, for the Executive Director’s signature, in response to inquiries or requests for information received by email, telephone, or mail.
- Attends Board meetings and/or program meetings as needed to record and produce meeting minutes utilizing various transcription methods (tape recording, laptop, shorthand, etc.)
- Make the arrangements for and maintain the Executive Director’s schedule (calendar) for general and Board meetings, conferences, workshops, etc.
- Coordinate travel, itinerary, logistics arrangements as necessary for the Executive Director, the Chair, and/or the Board members.
A minimum of five (5) years of experience performing secretarial or administrative assistant duties managing a multi-faceted office. General knowledge of non-profit organizations is preferred.
The Executive Assistant must possess the knowledge and skills to carry out assignments on their own initiative and for obtaining facts on which executive level decisions are made; understand the organization’s programs and relationship with other public and private entities; work under time constraints and competing priorities in a fast-paced environment; and maintain positive working relationships with the CSFC staff, Board of Directors, local Fire Safe Councils, grantees, and funding agencies.
Knowledge of the principals and methods of office management; purchasing, travel/meeting planning and preparation; computers (both MAC and PC) and related information technology tools.
Ability to define, organize, and perform a variety of administrative assignments across all organizational units; assess and respond quickly to emerging developments/issues. Minimal travel may be required (local and/or statewide).