Job Details Job Location Headquarters - Alameda, CA
Position Type Full Time
Salary Range $ - $ Salary
Job Category Government
Description The temporaryExecutive Assistantdirectly supports the Chief of Programs with administrative, operational, and procedural tasks, including the implementation of assigned projects, events, and contracts. This role is temporary to hire.
- Provide comprehensive administrative and organizational support to the Chief of Programs, including calendar management, travel coordination, timesheet completion, and expense reporting.
- Serve as the administrative interface for internal and external stakeholders, coordinating meetings, events, and communications with follow-ups.
- Anticipate administrative needs, track key deadlines, and keep the Chief of Programs organized and informed.
- Prepare and distribute documents, including correspondence, agendas, notes, presentations, and reports, ensuring the Chief has necessary materials for meetings and proper follow-up, dissemination, and record-keeping.
- Conduct research, compile reports, and support special projects as needed.
- Manage logistics for meetings, including scheduling, materials preparation, catering, and minute-taking.
- Maintain office supplies and materials, and coordinate orders with other administrative staff in the agency and outside vendors as needed.
- Assist in developing and improving administrative processes to increase operational effectiveness.
- Maintain accurate electronic and paper records, including contracts, invoices, and program data.
- Provide general administrative support for strategic and agency-wide initiatives.
Qualifications Minimum Qualifications Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be one of the following:
- Minimum of seven years of Executive Assistant, Management Assistant or Senior Administrative experience in a public or private organization
- An Associate degree or equivalentfrom an accredited college or university may be substituted for 2 years of required experience. ABachelor's degree may be substituted for an additional 2 years.
Other - 4 days in the office
- Some evening and weekends required
- May occasionally travel within Alameda County
Knowledge of: - Basic budgetary and financial record keeping techniques, including processing of invoices and contracts
- Research and report preparation principles
- Office administrative practices and procedures, including records and file management
- Operation of standard office equipment; prefer experience with audiovisual equipment
- Microsoft Suite, Office 365 preferred, including intermediate Word, Excel, PowerPoint and Outlook; Smartsheet experience preferred
- Knowledge of early childhood or family services and programs preferred
- Knowledge of event or training logistics strongly preferred
Ability to: - Work in a confidential manner, supporting agency-wide priorities and activities
- Work flexibly, manage competing priorities and maintain perspective and a sense of humor
- Strong communication skills, including the ability to produce succinct business memos and minutes
- Exercise political astuteness in planning, communication and interaction with First 5 staff, Commission and stakeholders
- Organize and prioritize work, multi-task, and work well under deadline pressure in a fast-paced organization
- Support and deliver high quality customer service to a diverse population, in person and by telephone
- Communicate effectively, verbally and in writing, including ability to write and produce reports and meeting minutes
- Think proactively, anticipate problems, analyze situations, consider alternatives and develop effective solutions
- Exercise judgment within established policies and procedures
- Take initiative and work independently with little supervision
- Establish and maintain courteous, professional, and effective working relationships with those contacted in the course of work, work as part of a team
- Maintain accurate records and files, pay close attention to detail
- Meet attendance requirements of the position, be punctual and timely in meeting all requirements for work performance
- Adapt, with minimal or no advance notice, to changes in agency operations and work assignments or procedures
Please note: - This role is considered hybrid with the requirementto work onsite 4 days per week at the First 5 office as well as coming to the office to attend meetings as requested.
- All First 5 employees must live and work in California.
The salary range for this position is $83,000 to $118,000and as an independent government agency, the posted salary is the set salary range for this position. We cannot offer salaries above this posted range
About First 5 Alameda County First 5 Alameda County believes every child in Alameda County should have optimal health, development, and well-being to reach their greatest potential. Through innovative programs and policy advocacy, we help provide children and their families access to resources that support their first five years of development.
Join our mission-driven team that in partnership with the community, supports a county-wide continuous prevention and early intervention system that promotes optimal health and development, narrows disparities, and improves peak years of child development.
First 5 Alameda County Benefits We offer a comprehensive benefits package with health care options to meet the diverse needs of our employees and their families. These benefits include but are not limited to Medical, Dental, & Vision Coverage, $1,500 credit per year to spend on benefits, Health and Dependent Care Flexible Spending Accounts (FSAs), Employer Paid & Voluntary Life & AD&D Insurance, Long-Term Disability Insurance, Retirement Plans including the ACERA Pension Plan, Commuter Benefits, Employee Assistance Plan and more.
We also offer paid vacation, paid time off and sick time. We have 17 paid holidays including the week between Christmas Day and New Year's Day as paid time off.
