Executive Assistant

Within the policies of The Arc of Placer County and under the general direction of the Executive Director and/or Operations Director, perform certain duties for the smooth operation of the administrative office. Enhances agency image through marketing, fundraising, and outreach efforts. Must be a motivated self-starter and collaborate with other staff. This position is required to report to the executive office daily.

1. High school diploma or equivalency. College preferred but may be substituted with relevant experience. Minimum of three years’ experience in an administrative support position. Ability and initiative to work independently.

2. Must be able to speak, read, write and comprehend English at a 12th grade level.

3. Must be technologically savvy and be able to troubleshoot basic issues with hardware and software. Familiar with securely accessing the internet and maintaining active virus protection. Proficient with Microsoft Office Suite. Ability to learn other programs as required.

4. Ability to operate various office equipment and troubleshoot equipment issues.

5. Good oral and written communication skills.

6. Knowledge of basic office procedures.

7. Accurate typing, 60 wpm. Ability to accurately record minutes.

8. Pleasant and professional demeanor as frequently the first point of contact for the agency.

9. Must exercise confidentiality.

10. Must be able to lift 45 pounds.

11. Must be able to physically assist agency clients including pushing wheelchairs, assisting people in walkers, pushing, bending, and lifting as needed.

Routine Office Duties:

1. Answer and screen phone calls. Furnish information, refer calls as necessary.

2. Monitor agency email account. Screen, answer, and forward emails to correct parties.

3. Greet visitors and serve as first point of contact for the agency

4. Responsible for daily incoming and outgoing mail.

5. Typing and clerical work as required.

6. Maintain a supply of blank agency forms – deposits, time off requests, expense requests, and other documents.

7. Coordinate service of vehicles and maintains vehicle maintenance log/binder.

8. Maintain office equipment.

9. Maintain clean office environment following CDC guidelines for regular and deep disinfecting general office spaces and frequently touched surfaces.

10. Contact vendors for professional services as directed by the Director of Operations or Executive Director.

11. Maintain comprehensive files and records.

12. Prepare correspondence and reports as required.

13. Classify incoming donations and generate thank you letters.

14. Maintain donor and member database.

15. Maintain special educators database.

16. Coordinate services such that the executive offices are clean, stocked, and presents a professional appearance daily.

17. Order supplies for the executive offices. Put away supplies and equipment.

18. Review and process online supply orders for agency programs.

19. Prepare and mail agency checks.

20. Verify bank deposits and brings them to the bank.

21. Monthly record the agency accruals.

22. Conduct internal audit of designated reports.

23. Run errands and assist with special projects as needed.

24. Track management birthdays and notify the Executive Director one week in advance.

25. Take care of housekeeping items at the executive offices: take out trash for collection, ensure bathrooms are clean and stocked, ensure the kitchen is clean and stocked.

26. Act as direct support professional as needed at the programs and at the executive office.

27. Maintain stewardship plan.

28. Maintain master key list and maintain organized keys.

29. Prepare expense requests for the executive office.

30. Schedule and track CPR and 1st Aid certifications.

1. Maintain files of agendas, minutes, and materials.

2. Maintain board meeting binder by month/year including all materials.

3. Mail out all agendas and corresponding material.

4. Make reminder calls for all meetings, keep records of same.

5. Assist client board members with communication and help facilitate his/her participation in board meetings.

6. Attend all board/committee/management meetings and record, type, file, and distribute minutes.

7. Maintain board orientation packet and send out as required.

8. Function as agency liaison for various entities such as Arc of US.

1. Coordinate and setup technology (hardware and software) needs for agency.

2. Track anticipated software needs and current software expiration dates; update for agency.

3. Manage agency email – set up new accounts, resolve password issues.

4. Manage agency website – upload new content, manage backups, update plugins.

5. Manage agency social media. Monitor agency copyright policy and client release information for compliance in any postings.

6. Troubleshoot technology issues for the executive staff; provide 2nd tier technical support for programs.

7. Manage online education system for staff. Assign accounts, modules, and troubleshoot.

8. Manage e-waste by cleaning systems and disposing of e-waste.

1. Coordinate The Arc of Placer County’s major fundraising events.

2. Coordinate media announcements and provide support for program fundraisers.

3. Organize and promote annual awards with direction from the Executive Director.

1. Assist with initial orientation and ongoing training of administrative assistants at The Arc of Placer County program centers to keep them abreast of policies, procedures, and technical expertise to facilitate smooth center operation of the centers.

2. Maintain aggregate client database. Train staff on use.

3. Maintain agency calendar.

1. Coordinate press releases with local media.

2. Coordinate and solicit media opportunities for The Arc of Placer County as directed.

3. Oversee website development and maintain up to date content. Conduct annual review to ensure current content and functionality.

4. Coordinate letterhead, brochure design, and agency media materials.

5. Develop agency newsletter.

1. Other duties and responsibilities as may be assigned by the Executive Director or Operations Director.

2. Function as a collaborative member of the department team and the organization as a whole.

3. Adhere to The Arc of Placer County’s Code of Ethics adopted March 2004.

4. Maintain strict confidentiality.

5. Must be able to pass a background check, medical clearance, proof of clear TB.

Classification: Regular full-time, nonexempt. Some varied hours required for board meetings, special events, and fundraisers.

Pay: $3,983.60 - $4,612.32 per month

Benefits:

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

Work Location: In person