Executive Assistant - Napa or Santa Rosa Based

This position can be based in either Napa or Santa Rosa

Salary Range

$62,616 – $69,036

Promoting Opportunities – Supporting Choices

Company Overview

At North Bay Regional Center, (NBRC) we believe all people with developmental disabilities should have the same opportunities as are available to all other citizens. As one of the 21 nonprofit Regional Centers throughout California, we offer a comprehensive program supporting the needs of our communities, provided by driven and passionate employees who ensure we achieve our goals daily.

Who We Serve
North Bay Regional Center provides advocacy, services, support, and care coordination to 12,000 children and adults diagnosed with intellectual and developmental disabilities and their families in Napa, Sonoma and Solano counties. We partner with community-based organizations and agencies to empower our clients to thrive and live as independently as possible within the geographically, culturally, and ethnically diverse communities we serve.

North Bay Regional Center is a nonprofit private corporation that contracts with the Department of Developmental Services to coordinate services and support for individuals with developmental disabilities.

Note: Bilingual Spanish/English skills are preferred.

DEFINITION:

The Executive Assistant performs work directly related to the office of the Executive Director and Executive Leadership Team. This position must use discretion and independent judgement while performing high-level administrative duties. The individual must be highly self-motivated, professional, and capable of independently managing and prioritizing responsibilities and tasks while working in a fast-paced environment.

Overall, the Executive Assistant will provide a wide range of confidential and executive-level administrative services for the Executive Director, the NBRC Executive Leadership Team, and the Board of Directors under the guidance of the Senior Executive Assistant.

NATURE OF WORK:

Reporting to the Executive Director but following the directions of the Senior Executive Assistant, this position creates and edits documents using a computer and appropriate software; creates and maintains effective tracking methods to ensure project follow-up and completion for self and others; responsible for confidential correspondence; answers phones, responds to emails, provides appropriate information to the public or refers them to proper individual; completes various assigned projects under direction of the Senior Executive Assistant, provides back up to the Senior Executive Assistant as needed, provides support to other management staff and administrative staff; other duties as required.

EXAMPLES OF WORK:

Attends monthly board meetings and assists with all coordination, setup and support needed during the meeting; provides scheduling and logistical support for monthly NBRC board committee meetings; assists with board materials; drafts routine meeting notices and distributes agendas and standard meeting materials; takes notes or assists with minutes for board committee meetings; supports monthly management meetings and weekly executive meetings; handles routine and confidential correspondence; arranges travel requests and expense submissions; assists with event planning and on-site support; handles standard incoming calls and visitor coordination; maintains tracking spreadsheets and shared calendars; maintains physical and digital filing systems; tracks office supply inventory; provides direct support to the executive team and board members as needed, other duties as required.

MINIMUM EDUCATION AND EXPERIENCE:

• A minimum of 2 years of experience in a role supporting senior leadership is preferred.
• Experience in scheduling, oversight of internal communications, project management, events management, office management, and calendar management preferred.
• Minimum experience qualifications may be waived depending on the agency’s need for specialized skills (such as language abilities).

SPECIAL REQUIREMENTS:

• Must be able to regularly and independently travel to all NBRC offices within catchment area to provide administrative support.
• Must be able to occasionally travel to attend meetings outside of catchment area.
• If operating own vehicle, provide minimum automobile liability insurance as required by California Law.
• Must be able to work outside of standard working hours to attend and support the Executive Director and Board of Director Committee meetings, both remotely and in-person.
• This position will be primarily based in the office, however, a hybrid work arrangement may also be available to allow for some remote work, with an eligibility review at 90 days, 6 months, and 9 months after hire.
• Fluency in a language in addition to English, is preferred.

KNOWLEDGE AND ABILITIES:

• Excellent written, verbal, and interpersonal communication skills, to include superior customer service skills.
• Advanced skills using computers and software applications such as Microsoft Office 365 (Outlook, Excel, PowerPoint, Word), SharePoint, Laserfiche, SignNow, Zoom, TEAMs, and other collaboration tools.
• Self-starter, with the ability to independently work on complex problems and organize multiple priorities.
• Demonstrated critical thinker, and innovative problem-solver. Strong problem-solving skills with the ability to make quick, sound decisions.
• Ability to perform and prioritize multiple responsibilities simultaneously, with exceptional organizational and project manager skills, paying special attention to detail.
• Understands how to tactfully “manage up” and operate with considerable independence to effectively establish priorities and work effectively under time constraints.
• Demonstrated ability to maintain confidentiality of sensitive information with integrity and discretion.
• Desire to incorporate feedback into practices, along with an openness to grow professionally and develop new skills.
• Brings an inherent sense of personal responsibility, integrity, and a high level of flexibility to the position.
• Strong background in office management practices and procedures, including filing, record-keeping, and the operation of standard office equipment.
• Solid understanding of the proper form(s) for typed materials.
• Knowledge of business arithmetic, to include percentages and decimals.
• Ability to use the English language correctly, including spelling, grammar, and punctuation.
• Must type at a minimum rate of 60 net words per minute from handwritten or printed copy.

ESSENTIAL FUNCTIONS:

• Complete assigned tasks in a timely, efficient, and professional manner.
• Proactively maximize the Executive Director’s time and effectiveness by managing travel, calendars, prioritizing appointments, and arranging meetings (internally and externally).
• Manage heavy incoming and outgoing communication on behalf of the Executive Director via email, phone, and text messaging.
• Work closely with the Senior Executive Assistant to prepare for, and support, Board meetings and community meetings
• Prepare and finalize minutes and follow up on assigned projects.
• Regularly attend and take minutes, often in-person, at NBRC Board of Director meetings, including Board Committee Meetings.
• Support Board and Committee retreats and special events.
• Assist in organizing and supporting various employee events such as Employee Appreciation/Recognition Event, holiday events, etc.
• Assist in supporting logistical arrangements for leadership training events
• Attend meetings outside of established working hours remotely and in-person, when necessary.
• Create and maintain effective tracking methods to ensure project follow-up and completion.
• Distribute and maintain a variety of records of meetings in agency filing system.
• Function as a gatekeeper to all incoming communication for the Executive Director in a professional manner, as well as promptly document and distribute pertinent information to all necessary parties.
• Generate internal and external correspondence, and other written materials with clarity and finesse.
• Compose and prepare business letters, memos, and reports.
• Perform general administrative duties, such as credit card reconciliation, expense reimbursements, and other related items.
• Attend and actively participate in task force/strategic meetings and activities. Provide input and completes projects within established timelines.
• Maintain stakeholder confidence and protect operations by keeping information confidential.
• Assist members of the Executive Management Team with miscellaneous tasks,
  i.e. order/pick up lunch for meetings.
• Accurately compose routine correspondence from brief written or verbal instructions in a professional manner.
• Effectively and accurately organize, prioritize, and maintain accurate files and work activities, optimizing use of agency computer systems.
• Compose routine correspondence from written or verbal instructions.
• Use initiative and sound independent judgment within established guidelines.
• Perform all work accurately and independently.
• Read, interpret, and follow complex policies, procedures, laws, and regulations.
• Operate standard office equipment, including computers, copiers, printers, etc.
• Prioritize work and coordinate multiple activities to meet deadlines and understand and comply with verbal and written instructions.
• Perform work under stressful conditions, as required.
• Interact tactfully and effectively with those contacted in the course of work.
• Maintain strict confidentiality in the course of work in accordance with agency policy.
• Attend all meetings with punctuality. Maintain current workload with accurate and complete documentation.
• Communicate effectively in person, on the telephone and in writing.
• Make sound decisions with a minimum of direction. Analyze and find effective solutions to problems.
• Notify supervisor of schedule changes, i.e., use of accrued time-off benefits.
• Adhere to a reliable work schedule, i.e., punctuality in reporting to work and in using consistent sign-out methods. Accurate and timely recording on time sheet and mileage forms.
• Represent the agency's philosophy, policies, and standards in a professional manner in the community and in the office. Maintain a high level of personal and professional conduct.
• Other duties as assigned.

Benefits

At NBRC, we offer our employees a comprehensive benefits package, including:

• CalPERS Retirement Plan
• CalPERS Medical Insurance Plans, with generous employer contributions
• Dental Insurance, with zero cost for employee only coverage
• Vision Insurance, with $5/month employee cost share for employee only coverage
• Flexible Spending Accounts for Medical and Dependent Care
• 100% Employer Paid Life Insurance
• Generous vacation and sick accrual policies
• Employee Referral Reward Program
• 16 Paid Agency Holidays/year
• CalPERS 457 Supplemental Retirement Plan

Bi-lingual language differential:

• For those speaking, reading and writing other than English – $225 per month
• For those speaking a language other than English – $150 per month
• For those using American Sign language – $200 per month

North Bay Regional Center is an Equal Opportunity Employer