Administrative Assistant, Executive Office

REPORTABILITY: Director of Project Management

DIRECT REPORTS: None

SALAR RANGE: $29.00/hr. to $32.00/hr.

SUMMARY:

The Administrative Assistant, Executive Office provides critical administrative support for special projects, project management and to the Board of Directors. This role ensures the smooth planning and execution of projects and board-related activities, including scheduling, communications, and documentation. The position also supports project coordination, document governance, and a variety of administrative functions.

ESSENTIAL DUTIES:

Executive & Board Support

• Schedule and coordinate meetings, appointments, and travel arrangements for the Board of Directors.
• Prepare, format, and edit board documents, agendas, reports, and presentations.
• Assist in preparing materials for board and executive meetings; take and distribute accurate meeting minutes when required.
• Coordinate the governance of corporate documents, including maintaining official records such as bylaws, board resolutions, and meeting notices.
• Ensure timely distribution of meeting notices and materials to board members in accordance with organizational policies.
• Process and approve expense vouchers for board members

Administrative & Office Support

• Draft and edit correspondence, reports, and internal communications.
• Perform data entry and document formatting tasks with high accuracy.
• Proofread documents for consistency, grammar, and clarity.
• Provide general administrative support to executive leadership and the Director of Project Management, as assigned.
• Serve as a point of contact for board members and internal stakeholders regarding scheduling and documentation.
• Perform other duties as assigned

Project Coordination

• Support the Director of Project Management in tracking project progress and deliverables.
• Monitor project timelines and key deliverables; proactively notify relevant stakeholders of upcoming deadlines, risks, or action items requiring attention.
• Assist in the preparation of progress reports, timelines, and dashboards related to key executive projects.
• Coordinate cross-functional administrative efforts tied to executive initiatives.

ACCOUNTABILITIES:

• Timely and accurate scheduling and coordination of board and executive meetings.
• Effective management and maintenance of board records and corporate governance documents.
• High-quality support of project tracking, communications, and task follow-ups.
• Professional and responsive communication with board members, leadership, and staff.
• Completion of administrative tasks with attention to detail, confidentiality, and accuracy.

SPECIFICATIONS:

• Associate’s degree or equivalent experience required; Bachelor’s degree preferred.
• Minimum of 3 years in an administrative support role, preferably supporting executives or governance bodies.
• Experience working with boards of directors or within a highly confidential executive environment preferred.
• Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, Teams).
• Excellent written and verbal communication skills.
• Proven ability to manage multiple tasks with competing deadlines.
• Knowledge of corporate governance or board operations is a plus.

COMPETENCIES:

• Strong attention to detail and commitment to accuracy.
• Ability to prioritize and manage time effectively in a fast-paced environment.
• Proactive problem-solving and follow-through.
• Professional demeanor with a high level of discretion and integrity.
• Strong interpersonal skills and ability to communicate clearly with executives and board members.
• Ability to work independently while supporting a collaborative team.

California Farm Bureau is an Equal Opportunity Employer