Senior Administrative Assistant, Executive Office

Schedule

This position is eligible for a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.

Summary

We are seeking a highly organized, detail-oriented administrative professional with exceptional judgment and discretion to serve as our Senior Administrative Assistant. Under general supervision of the Director, Executive Office Administration and Leadership Support, you will perform a variety of complex administrative, secretarial, and office support duties requiring thorough knowledge of the department, its procedures, and operational details.

In this role, you will provide comprehensive administrative support to management and departmental staff; compose and prepare correspondence using considerable judgment in content and style; perform skilled word processing, data entry, and typing; provide information to the public and staff; and assist with a wide variety of assignments related to the administration of budgets, contracts, research projects, and department programs. You will promote and model CSBA’s mission and values while contributing to a professional, collaborative and service-oriented team culture; and perform related work as required.

Essential Duties & Responsibilities

• Provides direct, comprehensive organizational support and administrative assistance in the Executive Office, including staff, officers, the Board of Directors, Delegate Assembly, and committees.
• Coordinates the nomination and election process for Association leadership.
• Provides administrative support to department activities, including composing, typing, editing, and proofreading a variety of documents; assisting in developing agendas and meeting materials; attending meetings; taking, transcribing, and distributing minutes; following up on after-action items; preparing programs and brochures; and formatting PowerPoint presentations.
• Promotes the mission and values of the Association by modeling integrity, collaboration, excellence, accountability, innovation, respect, and service; uses tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines; and fosters positive and effective working relationships.
• Serves as backup to the Executive Assistant to the Executive Director.
• Coordinates activities for the Association’s officers and Board of Directors, including calendars, travel, logistics, and meeting materials; anticipates needs and determines required information and documentation.
• Coordinates administrative aspects of meetings and attends leadership meetings to assist with on-site logistics.
• Maintains accurate records in the Association’s database through data entry, tracking, and audit reports.
• Assists with agenda preparation and distribution for Executive Committee, Board of Directors, Delegate Assembly, and committee meetings.
• Composes and prepares correspondence.
• Proofreads documents to ensure accuracy of grammar, punctuation, and spelling; makes revisions and finalizes materials for distribution.
• Coordinates meeting logistics, including room reservations, food and beverage, A/V-IT, and setup.
• Performs significant and recurring administrative tasks with a high degree of initiative, independence, and attention to detail across numerous projects.
• Demonstrates adherence to CSBA values, policies, practices, established work schedules, and timekeeping requirements.
• May be assigned administrative support duties across multiple departments.
• Occasional travel throughout the state of California, including overnight travel.
• Works occasional overtime, evenings, weekends, and holidays as needed.
• Limited vacation permitted during peak periods.
Performs other duties as assigned.

Qualifications

• Any combination of training and experience equivalent to an associate degree or higher with major coursework in business administration, management, finance, accounting or related field with three (3) years of progressive, responsible administrative experience, preferably in education, legislative or other non-profit settings. Experience providing administrative support to committee members, coordinating meetings and planning special programs or events is desirable.
• Knowledge of organization and function of nonprofit organizations, boards, and commissions.
• Knowledge of applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned responsibilities.
• Utilizes modern office administrative and secretarial practices and procedures, including use of standard office equipment.
• Utilizes business letter writing, report formatting and preparation, data collection, information management, recordkeeping principles and procedures, and business mathematics and statistical techniques.
• Knowledge of modern office management practices and computer applications, including word processing, spreadsheet applications, report writing, and business correspondence.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing high-level customer service to the public, vendors, contractors, and Association staff.
• Demonstrates high standards of excellence and sound judgment in applying policies and practices when handling matters with elected leadership.
• Remains exceedingly well organized and detail oriented.
• Works effectively in a team environment, determines priorities, and takes initiative.
• Thrives in a fast-paced environment while managing multiple and changing priorities.
• Exhibits strong interpersonal and customer service skills.
• Communicates effectively in writing and verbally, including drafting correspondence, escalating logistical issues appropriately, and providing regular updates to management.
• Demonstrates high proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Exercises discretion and handles sensitive or confidential matters.
• Manages a high volume of details while working with staff at all organizational levels.
• Provides responsive, reliable, accurate, and appropriate customer service.
• Demonstrates strong time management skills to meet deadlines and deliver high-quality work.
• Applies knowledge, common sense, and good judgment while organizing and prioritizing multiple projects and tasks effectively.
• Follows organizational health and safety guidelines and practices.
• The office environment is primarily sedentary, in a controlled office environment with moderate noise levels and no direct exposure to hazardous physical substances.
• Ability to sit at a computer for extended periods, use office equipment and lift up to 25 pounds.
• Must be able to bend, stoop, kneel, reach, push, and pull drawers open and closed in the execution of their duties.
• Limited vacation during peak periods.
• Ability to occasionally travel is required for conferences, training, workshops and meetings throughout California, including overnight stays.
• Occasional overtime, including evenings, weekends and holidays.
Employee is personally responsible for following health and safety guidelines, instructions and policies.

Why Join CSBA?

• Be part of a mission-driven organization committed to integrity, collaboration, excellence, accountability, innovation, service, and respect.
• Play a critical role in supporting executive leadership and governance functions.
• Contribute to a professional, collaborative, and service-focused team environment.
Competitive salary and benefits package.

Apply today if you are an experienced administrative professional who thrives in a fast-paced executive environment and is committed to excellence, discretion, and organizational effectiveness.

Benefits
At CSBA, we proudly offer competitive compensation and benefits, including medical, dental and vision coverage for employees and dependent children, insurances and California Public Employees Retirement System (CalPERS), and more:

• Comprehensive medical, dental and vision plans:
  • Medical through Kaiser (Platinum HMO plan) and Blue Shield (Platinum HMO, Silver PPO, and HDHP with HSA).
  • Dental - Delta Dental
  • Vision – VSP
• CSBA offers a hybrid work schedule, with a minimum of three (3) days in-office based out of our West Sacramento office and two (2) days working remotely.
• Paid Time Off:
  • Vacation: Accrues 10 days annually for hourly employees and 15 days annually for salary employees. The rate at which you accrue will increase annually with years of service.
  • Floating holidays: 32 hours annually accrue date of hire.
  • Separate sick leave accrual: 8 hours accrued monthly.
  • Holiday: 10 CSBA recognized holidays annually
  • December Office Closure: During the latter part of December each year CSBA closes its office. During this time, employees are paid for 6 days in addition to the December 25 and January 1 holiday.
  • Sabbatical Program: Employees with at least seven (7) years of continuous full-time employment in their current period of service are eligible for up to four (4) weeks of paid leave.
• Membership in the CalPERS retirement system:
  • Classic membership tier (2% @ 55; 7% employee contribution and 11.54% employer contribution)
  • PEPRA membership tier (2% @ 62; 8.25% employee contribution and 8.27% employer contribution)
• Employer-paid Life insurance 1.5 times the annual salary
• Employer-paid AD&D insurance
• Employer-paid Short- and Long-Term Disability insurance
• Optional supplemental 457 retirement savings available
• Flexible Spending Account (FSA) Medical and Dependent Care
• Employee Assistance Program
• Perks at Work savings program
• Learning and Development
• Social Events: All-Staff luncheon events, Coffee & Learn
Travel reimbursement

CSBA’s operation hours are 8:00 a.m.– 5:00 p.m. CSBA currently offers a hybrid work schedule for eligible positions. CSBA is headquartered in West Sacramento.

About CSBA

The California School Boards Association is a nonprofit education association representing the governing boards who oversee public school districts and county offices of education. With a membership of nearly 1,000 educational agencies statewide, CSBA brings together school governing boards to advocate for effective policies that advance the education and well-being of the state’s more than 6 million school-age children. CSBA provides policy resources and training to members and represents the statewide interests of public education through legal, political, legislative, community, and media advocacy.

CSBA employees are highly skilled, with a desire to excel and help strengthen school board governance and maximize student achievement. They are strategic in their trade, embrace challenges, and offer new and innovative ideas. CSBA creates a supportive, dynamic environment for its employees to grow and succeed. Our core values of integrity, collaboration, accountability, respect, excellence, service, and innovation guide the way to achieving the Association’s goals.

Apply Today
If you are ready to take the next step in your career and contribute to meaningful work, apply today! We are excited to hear how your expertise can further our mission and advance the education and well-being of the state’s more than 6 million school-age children in public education in California.

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