Overview
Executive Assistant; Or Senior Executive Assistant Jobs in Oakland, USA at California Competes
Position: Executive Assistant (Or Senior Executive Assistant)
Status:
Full-time, non-exempt
Location:
Hybrid, four days remote, one day (Tuesday) in the Oakland office. Applicants must live in or be willing to relocate to the Bay Area.
Organization
California Competes:
Higher Education for a Strong Economy is a nonpartisan policy and research organization focused on identifying solutions to the state’s most critical challenges at the intersection of higher education, equity, and the economy. Established in 2011, our mission is to help transform the state’s higher education system into an engine of economic opportunity that empowers all Californians, particularly those from underserved communities, to achieve their full potential.
California Competes benefits from the expertise of our highly respected, bipartisan Board of Directors, which comprises current and former public officials, business executives, and community leaders from across the state.
Our diverse staff brings decades of experience in higher education and public policy. We work statewide and travel across the country to research and advocate for a higher education system that provides opportunities for all Californians. For more information, please visit californiacompetes.org.
Position
The Executive Assistant will report to the Chief Executive Officer as their main administrative support, managing the CEO’s calendar, correspondence, travel, and meeting coordination while also providing operational and board support as needed. This role primarily supports the CEO, but may also provide additional support to the rest of the team, as directed, to ensure that organization goals and objectives are accomplished and that operations run efficiently.
Across all duties and responsibilities, the Executive Assistant will maintain and refine internal processes that support the CEO and anticipate needs and potential complications before they arise.
Responsibilities
Calendar and Inbox Management (55%)
- Organize and coordinate CEO’s daily calendar, including proactively scheduling all meetings following the CEO’s calendar preferences, facilitating logistics for meetings, and rescheduling internal and external meetings when conflicts arise
- Proactively identify better scheduling options and anticipate conflicts
- Sort emails based on priority, proof, and draft email correspondence sent on behalf of the CEO
- Keep contacts up to date in CEO’s email account and Mailchimp
Events, Meetings, and Travel (35%)
- Serve as point person for the CEO’s events, meetings, and travel
- Make, manage, and support CEO’s travel arrangements, including researching and assembling travel itineraries based on CEO travel preferences, booking flights and hotels, and providing real-time assistance when she’s traveling
- Track and manage preparatory, day-of, and post-travel activities for speaking engagements, including processing honorariums, tracking engagements in organization’s project management software, working with the communications team to ensure presentations and talking points are prepared in advance, ensuring CEO has any physical materials needed (such as handouts or talking points), and supporting follow-up action items
- Assist with external meeting and event planning, including organization of meeting and event materials (internal and external, virtual and in-person), which may require working with an event planner and operations staff, or others.
- Support meetings (internal and external), including agenda preparation, note-taking, booking meeting room, and entering follow-up tasks for staff in Asana
- Conduct background research, summarize, and prepare succinct briefings in advance of key meetings
- Prepare expense reports for the CEO’s reimbursements
Operations and Board Support (10%)
- Provide travel support for Board members and executives, including booking arrangements and processing reimbursements
- Coordinate and manage in-person and virtual Board meetings
- Work closely with the Chief of Staff to proactively address Board needs and priorities.
- Plan and coordinate office celebrations, including birthdays, work anniversaries, and employee recognition events, to foster a positive, engaging, and inclusive workplace culture
- Keep office kitchen and snacks well-stocked and organized
- Support the larger team with tasks (as needed and capacity allows), such as providing organization-wide meeting support and assisting with the planning and execution of team retreats and events
- Plus, other responsibilities, as assigned
Skills and Requirements
The ideal candidate is a detail-oriented self-starter who excels at anticipating needs and has the ability to handle several activities with different colleagues simultaneously. The successful candidate has strong administrative skills and experience, has excellent verbal and written communication skills, is comfortable working with external contacts (including high-profile ones), and enjoys working in an organization with high standards that centers equity, is fast-paced, and often has unexpected, rapid-response requests.
Required Qualifications ,…
Title: Executive Assistant; Or Senior Executive Assistant
Company: California Competes
Location: Oakland, USA
Category:
