Executive Assistant

Who We Are

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults.

Who We Serve

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.

What We Offer

• Pay Range: $23.27 - $25.69 per hour. Compensation may vary based on skills, experience, education, and location.

• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!

• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve.

JOB SUMMARY

Works within the vision, mission, and philosophy of the agency. Provides advanced and confidential administrative support for Vice President. Coordination of activities with external contacts, and agency staff at all levels. Receives and distributes incoming documents, telephone inquiries, and other communication to the executive or other senior executives as appropriate.

RESPONSIBILITIES and DUTIES

• Applies the highest level of confidentiality and recognizes the level of confidentiality necessary for various types of information.

• Applies knowledge of agency practices and organizational requirements.

• Edits agency documents for grammar, spelling, and formatting. May recommend or alert executive to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.

• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, youth, and families.

• Coordinates special functional events and program rollouts.

• Creates forms, reports, manuals, filing systems, and the like in order to facilitate completion of functional programs.

• Handles administrative functions including ordering of office supplies and equipment.

• Works well with colleagues at all levels of the organization.

• Provides a variety of administrative support activities including but not limited to schedule/calendar management, scheduling of meetings, reconciliation of expense reports, mileage claims, and other routine tasks.

• May serve as a mentor or coach to other Administrative Assistants, distributes work to others, and leads work/project completion.

• Independently completes special projects (e.g., researching history or expenditures for information, reports or presentations).

• Produces and formats accurate and timely reports, graphs and charts (e.g., organization charts and timelines).

• Utilizes personal computer (PC) applications. May extract data from agency systems or other sources to complete reports.

• Prepares PowerPoint presentations.

• Prepares correspondence and other documents.

• Participates in committees or work teams or related agency activities.

• Maintains and organizes executive's paper and electronic files.

• Makes travel arrangements for executive, as needed.

• Other related responsibilities, as assigned, to support specific department/business needs.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen

• Clerical Skills

• Initiative

• Integrity And Trust

• Project Management

CORE ABILITIES

Ability to:

• Exhibit a broad knowledge and understanding of customer satisfaction, customer service, and communication techniques.

• Maintain initiative, reliability, and forecast/resolve problems in a timely manner.

• Perform research, gather information, and develop resources to fulfill the demands of the position.

• Differentiate and balance needs through priorities and importance.

• Use independent degree of creativity, analytical, and independent judgment.

• Rely on instructions and pre-established guidelines to perform functions of the job.

• Work in a fast-paced, highly pressured, and changing work environment.

• Maintain standards of confidentiality

• Maintain positive work relationships in a respectful and collaborative manner.

• Maintain good communication to ensure others have necessary information.

• Maintain initiative, reliability, and resolve problems in a timely manner.

• Create, innovate, and utilize resources, and be a team player.

• Research, plan, monitor, and implement.

• Provide quality assurance and troubleshoot as necessary.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Minimum Education and/or Experience

• Associate of Arts or Science (A.A./A.S.) degree or equivalent combination of education and experience in an executive administrative role.

• Two (2) years of progressively responsible executive administrative experience.

• Advanced computer skills with Microsoft (Office, Word, Excel, PowerPoint, and Outlook) and other software applications (database management, organizational, and flowchart software) required.

Other Specific Requirements

• Experience with efficient note taking.

• Being proactive and a self-starter required.

Preferred Qualifications

• Typing speed at seventy (70) words per minute (wpm) preferred.

• Experience with alpha/numeric key coding preferred.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be