Executive Assistant

Families Together of Orange County is a growing non-profit community health center organization looking for an Executive Assistant to the CEO!

Are you an experienced Executive Assistant with a passion for building deep trust and positive rapport with the executive leader you support? Are you a loyal professional with a proven track record of proactively anticipating needs and masterfully managing an executive's schedule, correspondence, travel, and events?Are you an attentive, responsible, objective, and eager professional administrative assistant?

We may be looking for you!

Families Together of Orange County (FTOC) is seeking a skilled Executive Assistant to join our team as the indispensable behind-the-scenes right-hand to our visionary CEO, empowering them to lead at their highest potential to drive the mission forward. FTOC is a growing nonprofit Federally Qualified Health Center (FQHC) Look-Alike committed to improving the quality of life for all Orange County families.

The individual we select will be a self-sufficient steward and driven guardian who puts service, quality, efficiency, and professionalism at the forefront. A proven ability to proactively communicate project needs and progress to complete tasks promptly based on priority is a must.

If you're ready to bring your sound judgment and integrity to make an impact with a caring organization, we want to hear from you! (Confidentially of course!) Apply now and become a vital part of empowering families with our mission-focused company.

About the Position:

The Executive Assistant to the CEO is responsible for preparing executive communications, documents, reports, and presentations on behalf of the CEO. Additionally, the Executive Assistant will coordinate Board meetings, leadership team meetings and high-stakes events with flawless execution.The Executive Assistant, reporting to the CEO, will collaborate across the organization to ensure the CEO has the right information at the right time.

Maintaining confidentiality and exercising excellent judgment on sensitive matters, the Executive Assistant will gatekeep access to the CEO’s time with brilliant prioritization. The Executive Assistant to the CEO will conduct research, analyze data, and develop reports to ensure the CEO has the right information to drive strategic initiatives forward.

Experience:

Qualified individuals will have a minimum of 3 years of experience as an executive assistant, preferably in a healthcare, political, or legal setting.A proven track record of drafting meticulous contracts and internal/external communications, with the ability to work at a fast pace, prioritize tasks, and multi-task with ease is a must.This position requires an individual with outstanding self-management skills, problem-solving ability, keen decision-making, as well as diplomacy and tact.Advanced typing skills and Microsoft Office Suite experience (including Excel and PowerPoint) are required.

Education

• Bachelor’s degree in a related field (business, communications, public relations, etc.) is preferred
• In lieu of a Bachelor’s degree, a minimum of an Associate Degree or continued education beyond a high school diploma is required
• Contract law training or experience is preferred
• Professional Administrative Certification of Excellence (PACE) is preferred

Work Location:

• Families Together of Orange County Tustin is the flagship location – Tustin, CA 92780
• This is an in-person role (Monday-Friday, business hours)

Salary and Benefits:

• Salary Range $70,000 - $90,000 yearly depending on experience
• Bonus opportunity
• Benefits include: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance
• Paid vacation, sick and paid holidays
• 403(b) Retirement Plan

Job duties and responsibilities: Include but not limited to:

• Draft, edit and prepare high-quality written communications including executive correspondence, presentations, reports, and other critical documents on the CEO’s behalf
• Maintain an efficient and organized document management system for the CEO, ensuring critical files, records, and reference materials are readily accessible when needed
• Expertly manage the CEO’s complex calendar and schedule, coordinating all appointments, meetings, travel arrangements, and commitments with precise attention to detail and forward planning
• Plan and execute high-stakes meetings, events, and CEO engagements with mastery, handling all logistics, materials, and details to ensure flawless execution
• Act as a strategic gatekeeper for the CEO’s time and attention by intelligently evaluating, prioritizing, and responding to all incoming communications with excellent judgment and discretion
• Serve as the CEO’s first point of contact by professionally managing all incoming phone calls, providing exemplary customer service, and tactfully addressing or routing inquiries as appropriate
• Draft clear, well-composed responses to routine correspondence on behalf of the CEO, ensuring consistent voice, tone, and an executive-level quality standard
• Manage the CEO’s corporate expenses by accurately reconciling credit card statements, tracking spend, and ensuring proper expense reporting adherence
• Capture comprehensive meeting records by taking detailed minutes and ensuring key discussion points, action items, and decisions are accurately documented and disseminated to all relevant parties in a timely manner
• Compile and present comprehensive monthly reports to the CEO
• Provide strategic oversight and coordination for the CEO’s priority projects and initiatives, driving cross-functional alignment, removing roadblocks, and ensuring timely execution against goals
• Receive and interact with incoming visitors and allow access to appropriate parties
• Maintain a strong working relationship with departments across the organization
• Liaise with internal staff at all levels
• Interact with external clients
• Provide discreet personal assistance to the CEO by handling tasks such as researching personal matters, making personal arrangements/reservations, and managing the CEO’s professional and personal scheduling needs as required

About Families Together of Orange County:

Since its founding in 2003, Families Together of Orange County is dedicated to helping our community overcome obstacles to obtaining quality healthcare.We serve as the bridge between the people within our community and the services they need to stay healthy.Offering an array of wellness, health and medical services, we provide the tools to help empower individuals to take charge of their family’s health.

Since becoming an FQHC Look-Alike in 2016, Families Together has experienced dramatic growth in its services offered and reach of more than 100% every year, allowing for more people in the community to gain access to essential medical, dental, vision and behavioral health services as well as community resources, regardless of inability to pay.

Please Note:

Families Together of Orange County is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.