Description

Salaried, Exempt 

Salary: $66,560
Reports to: Executive Director 

California Community Opportunities (CCO) is a private, nonprofit San Jose-based agency providing homes and lifelong learning to adults with developmental and physical disabilities. Our CCO homes are located in San Jose, Los Gatos, and Cupertino, and our main office is located in south San Jose. CCO is hiring a dependable, responsible, and skilled Executive Assistant to serve on our administrative team and work with the staff and individuals we serve.

Responsibilities and Duties: The Executive Assistant is to perform administrative duties for executive management and to ensure that members of the general public and special constituents, perceive CCO in a positive light by greeting callers/visitors, routing calls, providing routine information and referral, and providing hospitality to those waiting in the reception area. The Executive Assistant also contributes to the office environment and provides clerical support to other staff (as authorized by the Executive Director). 

Specific duties include but are not limited to: 

• Coordinating onsite/virtual meetings, and events and making any travel arrangements for offsite events 
• Ensuring all callers and visitors are appropriately greeted and provide information by promptly
  answering incoming calls, determining the nature of the caller’s business or needs 
• Provide a positive experience for the organization by maintaining general neatness and order of the
  lobby, reception, training room, and kitchen/lounge areas 
• Assist the HR and finance department by greeting and directing applicants to fill out applications,
  distribute paychecks or other important information to staff 
• Sort incoming mail according to destination and type and distribute to appropriate staff, receive all
  payments, bills, and route to the appropriate accounting or finance office 
• Manage all aspects of the office environment including and maintaining clean office areas, providing
  oversight to persons coming and going, routinely ordering office supplies 
• Organize, communicate, and collaborate on a variety of operational and administrative departments
  on special projects within CCO 
• Assist with money distribution, as needed 
• Create and assemble training binders for new hires 
• Prepping CommU area and supporting or substituting in CommU, as needed 
• Run medical reports from Therap to support the nursing department 
• Manage family home visit requests while coordinating and communicating with the staffing schedule 
• Help coordinate referral meetings in partnership with the Director of Operations 
• Record minutes for administrative team meetings and distribute in a timely manner 
• Other duties may be assigned by the Executive Director, as needed

Requirements

• High School diploma or equivalent, Bachelor’s degree a plus 
• One to two years prior experience in a position of similar scope
• Onsite position with 1 day remote work, offsite 
• Ability to meet deadlines and communicate in a clear way 
• Attention to detail to ensure all specifications are met 
• Exceptional organizational and time management skills to manage multiple tasks at once 
• Knowledge of computers, specifically Word and Excel, and the ability to learn other web-based
  applications 
• Ability to carry a cell phone and be part of a regular on-call schedule 
• High energy level, adaptability, assertiveness, patience, and ability to work in a team environment 
• Decisiveness and good judgment in addressing pressing project matters when time is limited 
• Employment shall be contingent upon the results of fingerprint clearance, a check of applicable abuse and neglect reports developed and monitored by the State of California, the Department of Developmental Disabilities, and Adult Protective Service agencies as specified in Welfare and Institutions Code Section 4689.2