Executive Assistant

The Arc of Placer County is a vibrant non-profit agency dedicated to the support, education and well-being of individuals with intellectual and developmental disabilities. We are seeking an Executive Assistant for our executive office in Roseville.

General Description:

Within the policies of The Arc of Placer County and under the general direction of the Executive Director and/or Operations Director, perform certain duties for the smooth operation of the administrative office. Enhances agency image through marketing, fundraising, and outreach efforts. Must be a motivated self-starter and collaborate with other staff. This position is required to report to the executive office daily.

Essential Job Functions:

1. Screen calls, emails and correspondence. Handle incoming communications, prioritize urgent matters and forward or escalate as needed.

2. Greet visitors and vendors and serve as first point of contact for the agency.

3. Manage daily incoming and outgoing mail.

4. Prepare and edit emails, letters and correspondence with strong written communication skills.

5. Prepare, distribute, maintain and file meeting materials, agendas, board packets, and meeting minutes. Follow up on action items as needed. Maintain management and board meeting binders.

6. Make reminder calls for all meetings, keep records of same.

7. Assist client board members with communication and help facilitate his/her participation in board meetings.

8. Attend all board/committee/management meetings.

9. Maintain board orientation packet and send out as required.

10. Perform data entry tasks to maintain records and spreadsheets for accruals, vehicle maintenance, and agency training.

11. Schedule agency training and track CPR and First Aid certifications.

12. Maintain agency calendar.

13. Maintain a supply of blank agency forms – deposits, time off requests, expense requests, and other documents.

14. Coordinate service of vehicles and maintain vehicle maintenance log/binder.

15. Maintain office equipment.

16. Contact vendors for professional services as directed by the Director of Operations or Executive Director.

17. Organize and maintain comprehensive electronic and paper files and records. Demonstrate proficiency with document management and filing, with strong attention to detail and accuracy.

18. Assist with initial orientation and ongoing training of administrative assistants at The Arc of Placer County program centers to keep them abreast of policies, procedures, and technical expertise to facilitate smooth center operation of the centers.

19. Classify incoming donations and generate thank you letters.

20. Maintain donor/member, special educators, and aggregate client databases. Train staff on data entry and management of aggregate client database.

21. Ensure the executive office remains clean, fully stocked, and professional in appearance each day. Take out trash for collection. Ensure bathrooms, kitchen and conference room are clean and stocked with supplies.

22. Maintain clean office environment following CDC guidelines for regular and deep disinfecting general office spaces and frequently touched surfaces.

23. Order and put away supplies/equipment for the executive office. Review and process online supply orders for agency programs.

24. Assemble and prepare agency checks for mail and interoffice distribution.

25. Verify bank deposits and bring to the bank.

26. Conduct internal audit of designated reports.

27. Maintain agency calendar.

28. Run errands and assist with special projects as needed.

29. Maintain confidentiality of sensitive information at all times.

30. Maintain stewardship plan.

31. Prepare expense requests for the executive office.

32. Coordinate software needs, email set up/passwords and e-waste disposal with IT vendor.

33. Manage agency social media. Monitor agency copyright policy and client release information for compliance in any postings.

34. Troubleshoot technology issues for the executive staff; provide 2nd-tier technical support for programs.

35. Manage online education system for staff. Assign accounts, modules, and troubleshoot.

36. Coordinate The Arc of Placer County’s major fundraising events.

37. Organize and promote annual awards with direction from the Executive Director.

38. Coordinate press releases and media announcements and provide support for program fundraisers.

39. Coordinate and solicit media opportunities for The Arc of Placer County as directed.

40. Coordinate with the website vendor to develop and maintain current website content. Conduct annual review to ensure current content and functionality.

41. Coordinate production of letterhead, brochure design, and agency media materials.

42. Develop the agency newsletter, including preparation, layout, and print coordination.

Knowledge, Skills & Experience:

1. High school diploma or equivalency. College preferred but may be substituted with relevant experience. Minimum of three years’ experience in an administrative support position. Ability and initiative to work independently.

2. Must be technologically savvy and be able to troubleshoot basic issues with hardware and software. Familiar with securely accessing the internet and maintaining active virus protection. Proficient with Microsoft Office Suite, Microsoft 365 and Microsoft SharePoint. Ability to learn other programs as required.

3. Ability to operate various office equipment and troubleshoot equipment issues.

4. Effective oral and written communication skills, including the ability to convey information clearly, professionally, and accurately.

5. Knowledge of and proficiency in basic office procedures.

6. Perform accurate typing tasks, 60 wpm.

7. Must have a valid CA Driver’s License and auto insurance.

Additional Duties:

1. Act as direct support professional as needed at the programs and executive office.

2. Perform other duties as required by the Executive Director, Director of Operations or designated representatives.

3. Maintain master key list and maintain organized keys.

4. Track management birthdays and notify the Executive Director one week in advance.

5. Function as agency liaison for various entities such as Arc of US.

Physical Requirements:

1. Must be able to lift 45 pounds.

2. Must be able to physically assist agency clients including pushing wheelchairs, assisting people in walkers, pushing, bending, and lifting as needed.

Lines of Supervision:

Supervision received from Executive Director and Director of Operations or designated representatives. Does not give supervision.

Other Requirements:

1. Maintain a pleasant, professional appearance and demeanor as the first point of contact for the agency.

2. Perform other essential duties and responsibilities as assigned by the Executive Director or Operations Director.

3. Effectively receive supervision.

4. Strictly adhere to agency workplace safety plans including the Infection Control Plan, Illness & Injury Prevention Plan and Workplace Violence Prevention Plan.

5. Report to work on time and be ready to work.

6. Regularly attend work.

7. Function effectively as a collaborative member of the department team and the organization as a whole.

8. Adhere to The Arc of Placer County’s Code of Ethics adopted March, 2004.

9. Upon a contingent job offer, must be able to obtain necessary clearances required by law including a licensing background clearance, medical clearance and proof of clear TB.

Classification: Regular full-time, non-exempt. Some varied hours required for board meetings, special events, and fundraisers. This is an in-person position at The Arc of Placer County’s executive office.

Compensation range: $25.00-26.25/hour with benefits (medical, dental, vision, life insurance, 403b retirement).

To apply: send a COVER LETTER & RESUME (both are REQUIRED) with the subject line “Executive Assistant”. No phone calls please.

Pay: From $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person