Executive Assistant

POSITION SUMMARY

Serve as agencys administrative support to Chief Executive Officer and Deputy Director in highly classified capacity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

ADMINISTRATIVE: Prepare and maintain agency correspondence as it relates to the Administration Department. Log and distribute daily incoming mail. Assist with grant applications and Requests for Proposals (RFP). Process agencies purchase orders and office supply requisitions for multiple offices. Schedule and conduct agency tours. Serve as back-up for front desk. Keep company insurance policy records. Maintain up-to-date business license, permits, and organizational records. Maintain agency equipment inventory and distribute, as necessary. Keep calendars for CEO and Deputy Director to schedule appointments and meetings. Provide on the spot ASL interpreting as needed for CEO and Deputy Director. Prepare materials for Agency Board meetings, transcribe minutes, provide technical and secretarial support for meetings and events. Assist with staff and agency events such as holiday parties, staff meetings, trainings, and staff retreats. Assist with catering, lodging, and other vendor contracts. Facilitate travel arrangements, per diem, lodging, and conference registrations for agency staff.

COMMITTEES: Serve as a member of the NorCals safety and fundraising committees. Provide media, administrative, and logistical support for Camp Grizzly Summer Youth Leadership program.

FACILITIES: Serve as liaison between NorCal, the Landlord, and maintenance vendors to report and resolve building and maintenance issues. Keep log of all building maintenance performed. Maintain overnight building security including cameras and alarms. Assist with NorCals bus operations including maintenance requests, insurance, incident reports, and bus storage.

MEDIA/MARKETING: Update company website and social media platforms. Function as agency photographer for events as needed, disseminate press releases, and act as public relations contact. Write and edit marketing content, ensuring its on-brand and clear for the target audience. Maintain list of subscribers to NorCals monthly newsletter, design graphics and produce content for publication.

GENERAL: Perform other duties as assigned by the CEO and/or Deputy Director.

EDUCATION

BA Degree in related field and a minimum of three years of experience working in an office setting preferably at an administrative level.

QUALIFICATIONS

Fluency in American Sign Language and knowledge of Deaf Culture. Ability to communicate effectively with management and staff to provide assistance where needed. Must have professional writing skills and the ability to prioritize work assignments and meet deadlines.

Knowledge of computer programs such as MS Office, MS Teams, Facebook, Zoom, Media production, and Publishing programs. Possess qualities of a self-starter and ability to work independently with minimal supervision. Ability to work in highly classified environment and maintain confidentiality related to sensitive business information. Exceptional organizational skills, project management, time management, and attendance. Prior experience managing calendars for staff, making travel arrangements, event planning, and work on various committees or projects.

The benefits of being a NorCal Employee

Because NorCal Services for Deaf and Hard of Hearing hires the best people, we work hard to provide benefits that make their lives better. We offer a comprehensive benefits program which features:

• Financial protection through disability, life, accidental death, and dismemberment insurance.
• Health coverage for you through medical, dental, and vision plans fully paid by the employer for full time employees.
• AFLAC Supplemental Insurance benefits options.
• A 401k retirement plan.
• Tax advantages through flexible spending accounts that allow you to pay for specific health-care and dependent care expenses with pre-tax dollars.
• A generous paid time off program in which the benefits increase along with your tenure with the company.
• Mileage and smart mobile device reimbursement.