Executive Assistant (bilingual Eng-Span)

POSITION SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Supports the President with internal and external relations by responding to verbal and written communications in a professional manner. Takes initiative to draft internal/external communications on behalf of the President.
• Supports event planning and execution as well as project management as assigned and provides support for community outreach and support to the marketing and communications team as needed.
• Supports the President and Executive team leaders with consultant project logistics and project coordination and delivery.
• Prepares communications, invitations, and thank you notes for the President, Executive Team, and Board of Directors.
• Responds to incoming and outgoing emails and correspondence in a timely manner on behalf of the President. Redirects mail and other correspondence to appropriate individuals. Anticipates and responds to inquiry needs and responds in an effective and timely manner.
• Ensures signatures for timesheets, expense reimbursements, mileage forms, staff initiative forms, contracts, etc. and distributes and files such documents as needed.
• Supports grant and contract approvals by the President for the Executive and Development Team. Ensures that relevant program staff and Development staff receive completed versions of documents for their records.

• Coordinates timely communication, agendas, and coordination of Board of Directors' meetings and all Committee meetings. Attends and takes minutes for all and maintains records of Board actions and documents as needed.
• Coordinates timely reports from the President, Executive Team leaders, and Committee and Board Chairs. Assembles Board packets and distributes them in a timely manner to Board of Directors.
• Leads board meeting scheduling and maintains correspondence with Board Members or their delegates. Takes initiative to keep members informed about all relevant activities, updates, and inviting their engagement.

• Manages scheduling for the President and Board of Directors. Schedules appointments, meetings, sets up virtual meeting information, conferences, accommodations, travel, and special events. Informs attendees of changes to the schedule, manages virtual meeting platform for virtual presentations, reserves space, makes food arrangements, provides directions/maps to meetings, sends thank you notes on behalf of the President, etc.
• Coordinates Executive Leadership meetings and other internal/external meetings as required.

• Prepares drafts and a wide variety of finished documents from written notes, brief verbal instruction, or printed materials. Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and the appropriate use of English or Spanish composition, grammar, and punctuation.
• Prepares PR documentation and packets for funders and elected officials, and supports Marketing completing design and orders of marketing products.
• Maintains updated mailing/contact list(s) of board members, key stake holders, elected officials, funders, and other contacts of CLUES.
• Completes copying, filing, data processing and other clerical support as assigned.
• Promotes the mission, operating values, and services of CLUES within the community.
• Adheres to strict confidentiality requirements. Maintains client confidentiality in accordance with HIPAA, agency policies and other applicable laws, regulations, and ethical standards.
• Carries out all other duties as assigned by supervisor.

SUPERVISORYRELATIONSHIPS

• May supervise interns and volunteers as assigned.

QUALIFICATION REQUIREMENTS

Education, Experience & Key Abilities

• Associate or bachelor's degree preferred. At least 3-4 years of experience providing executive administrative support or leading projects. An equivalent combination of education and experience may be accepted.
• Community-related project management experience (academic or professional) preferred.
• Strong business acumen and analytical decision-making abilities, including the ability to solve practical problems and interpret a variety of instructions to advance the work.
• Must pay attention to detail and be able to multi-task and work independently with high energy in a fast-paced environment. Must work well in a team environment.
• Cultural sensitivity and awareness as well as a passion for Latinx culture and community.
• Must demonstrate ability to uphold CLUES' mission, vision, and guiding values while exemplifying dignity, respect, and trust.
• Ability to work collaboratively, act innovatively, and embrace change.

• Must be able to write business correspondence at an Executive level and be effective communicating in English, both verbally and in writing. Bilingual in Spanish and English a plus.
• Ability to read, analyze, and interpret written materials, including reports, contracts, and proposals.
• Ability to effectively present ideas and information in an organized and effective manner, including writing reports.
• Ability to maintain accurate documentation and respond appropriately to questions from clients, co-workers, management, and external parties.

• Ability to add, subtract, multiply, and divide in common units of measure at a high school graduate level minimum required.

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

• Proficient working knowledge of email software, the Internet, databases, and common Windows-based programs, including Microsoft Office Word, Excel and PowerPoint required.
• Must be willing to attend training to advance technical skills and maintain appropriate skill levels to perform job duties.

WORKING CONDITIONS

• Must pass a criminal background check. As a condition of continued employment, staff person may be required to submit to periodic re-verification of these background checks.