Executive Assistant

Description

About Interfaith Community Services:

As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts?more than?20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support.

Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually.

If you're passionate about making a difference and thrive in a service-driven environment, we invite you to be part of our mission!

What You'll Do:
In the Executive Assistant role, you’ll provide executive-level administrative support to the CEO, COO, and Chief Development Officer (CDO). This includes administration, communications, general office support, fiscal duties, special events, and agency relations activities, including managing complex calendars and scheduling meetings and other activities. The Executive Assistant works closely with the Executive Team to prioritize and coordinate tasks. The Executive Assistant also staffs the Board of Directors, supporting meeting materials and administrative items related to Board governance.  

In addition, the Executive Assistant participates in special projects of a complex nature and in the planning of goals. All of these duties require the use of tact, strict confidentiality in the handling of sensitive information, excellent customer service, independent judgment, discretion, strong organizational skills, and flexibility, documentation of issues and outcomes, and follow-through.? The ideal candidate is an exceptional communicator who is comfortable interacting verbally and electronically with a wide range of individuals who work closely with the CEO, COO, CDO, and Interfaith Community Services. This individual serves as an extension of the Executive Team, representing the organization with professionalism and discretion while supporting and advancing Interfaith’s mission and values of compassion, dignity, social justice, accountability, and unity. 

The approximate allocation of support is as follows: 

• 40% CEO support 
• 25% COO support 
• 20% CDO support, including coordination with donors and key stakeholders 
• 15% Board support and special projects 

ESSENTIAL DUTIES AND RESPONSIBILITIES: 

• Dedicated to the mission and work of Interfaith Community Services 
• Provides executive support to the CEO, COO, and Chief Development Officer, including calendar management, meeting coordination, donor and stakeholder communications, and special projects 
• Provides additional support to other Executive Team Members, Directors, and the organization at large, as needed 
• Communicates verbally and in writing with regional leaders, professional executives, board members, staff, volunteers, clients, donors, and community partners 
• Manages the CEO’s, COO’s, and CDO’s schedules and calendars 
• Coordinates administrative support for the Board of Directors and Members 
• Updates and manages SharePoint Board Portal containing all Board documents and relevant information; provides support for agencywide SharePoint internal information sites 
• Books activities and events, including travel arrangements, car rentals, and hotels 
• Coordinates meetings and visits with a wide variety of Interfaith stakeholders, including board members, donors, community partners, public officials, and organizational leaders; coordinates scheduling, logistics, agenda and materials, reminders, and related follow up 
• Greets, assists, and directs visitors and callers in a positive manner; directing individuals to the appropriate individual 
• Reviews invoices for accuracy and prepares invoices and purchase orders, presenting each for approval and processing 
• Processes expense and mileage reports 
• Assists in special events such as holiday parties and community gatherings 
• Serves as Notary Public in support of the organization's business 
• Other duties as assigned by supervisor 

Requirements

Who You Are:

You're passionate about making a lasting impact, whether supporting individuals directly or enhancing our organizational effectiveness. To thrive in this role, you'll:

• High School Diploma or equivalent, required 
• Bachelor's degree in business or related field, preferred 
• 3+ years of administrative experience supporting C-level executive(s), required 
• Any combination of educational and work experience that would be equivalent to the stated minimum requirements 
• Experience working with non-profit board governance, preferred 
• Experience working within social services and the non-profit industry, preferred 

SKILL SETS / ADDITIONAL REQUIREMENTS 

• Ability to establish and maintain professional boundaries with clients 
• If not currently certified, willingness to complete Notary Public certification and training through the support of Interfaith Community Services 
• Strong customer service skills 
• Must have excellent written and verbal communication skills 
• Must be highly organized and demonstrate attention to detail 
• Demonstrated experience managing multiple deadlines and working effectively under pressure, using independent judgment to produce quality work under time constraints  
• Demonstrated experience working with a collaborative team 
• Working Knowledge of MS Office (Word, Excel, and Outlook) 
• Ability to communicate effectively among a diverse workforce population and maintain sound working relations with all levels within the organization 
• Work with spirit of enthusiasm, teamwork, cooperation and a sense of urgency 
• Maintain a high degree of confidentiality over all matters in the course of business operations including client and employee information 
• Ability to multi-task in an efficient, thorough, and prioritized manner 
• Ability to work quickly, accurately and independently 
• Ability to anticipate needs, prioritize work and solve problems 
• Must have reliable transportation and possess and maintain a valid California driver’s license, including proof of personal vehicle insurance coverage and insurability under the agency’s insurance carrier’s standards 
• Must successfully pass a criminal background and exclusion/disbarment check 
• Must successfully pass a pre-employment physical, tuberculosis test, and drug screen 

WORKING CONDITIONS / PHYSICAL REQUIREMENTS 

• Must be able to perform work in a climate controlled office setting 
• May be subjected to adverse conditions, including contact from hostile people 
• Exposure to contagious diseases (hepatitis, HIV, tuberculous, etc.) 
• Exposure to unpleasant and noxious fumes, odors, dust, temperatures, noise and inclement weather   
• Must have the physical ability to sit for long periods of time, stand, walk, bend, kneel and uses hands, arms and legs for dexterity and balance on a frequent basis  
• Occasionally lifts, carries and balances objects weighing up to 30 pounds 
• Pulls and pushes such objects as file drawers, computers and similar office equipment and supplies 
• Prioritizes and multi-tasks work and projects requiring good memory , concentration and analytical thinking 
• Occasionally is required to perform the safe operation of a vehicle, office equipment and machines, and recognize and abate safety hazards within the workplace 
• Must be able to hear, see including distinction of colors, read and communicate verbally and in writing frequently with a wide range of people from divergent socio-economic backgrounds and origin 
• The noise level in the work environment is usually low 

Location: Onsite/Escondido

Hours: Monday-Friday: 8am-4:30pm

Salary: $70,304.00-$89,210.00

EMPLOYMENT BENEFITS

· Paid Time Off

· Paid Holidays – 13 scheduled

· Flexible Work Schedules

· Medical, Dental, and Vision Insurance

· AD&D / Group Life Insurance

· Flexible Spending Accounts – Medical and Dependent Care

· Matched 401(k) Retirement Plan

· Early Release Days!

· Work Anniversary Bonuses

· Tuition Reimbursement and Public Service Loan Forgiveness Eligibility

· Employee Assistance Plan (EAP)

· Home Ownership Assistance Program

· Casual Work Environment

· Professional Growth and Career Development Opportunities

Interfaith is an equal opportunity employer. Qualified applicants will be considered without regard to age, race, creed, color, national origin, ancestry, religion, pregnancy, marital status, affectional or sexual orientation, gender identity or expression, genetic information, disability, nationality, sex, veteran status, or any other characteristic protected by federal, state or local law. In addition, Interfaith will provide reasonable accommodations for qualified individuals with disabilities.