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Executive Assistant-CIO/VP Confidential

MAAC (Metropolitan Area Advisory Committee)
Chula Vista, CA
  • Posted: over a month ago
  • Full-Time
Job Description

Must be fully vaccinated against COVID-19 or will be fully vaccinated at the time of hire

$64,480 - $65,000 Salary DOQ/E

OUR STORY

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/.

 

DEFINITION

Under direction, provides professional support to the Executive Vice President/Chief Impact Officer (EVP/CIO) in addressing a variety of administrative, programmatic, community and public relations areas; serves as liaison to the Board of Directors; performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for the EVP/CIO; and performs related duties as assigned.

This position provides secretarial and administrative support to the Executive Vice President/Chief Impact Officer and coordinates work with members of the executive team, in coordination with the Executive Assistant for the CEO, and other directors, managers and staff to ensure a smoothly operating office.  The incumbent performs difficult, diverse and confidential duties in support of the EVP/CIO in interactions with MAAC Board members, officials of governmental agencies, MAAC managers, funding source officials, business and community organizations, public interest groups, the media and the public. Assignments require the exercise of a high degree of confidentiality, administrative discretion, demand expeditious action or response and the ability to consultatively lead and coordinate the completion of work assignments by others.

The Executive Assistant to the Executive Vice President/Chief Impact Officer is distinguished from other administrative support classes by the sensitivity and complexity of the environment in which the incumbent operates and by the breadth of involvement with agency-wide issues and with MAAC officials and top executives, requiring a thorough knowledge of MAAC and the EVP/CIO's office policies and practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Performs a wide range of expert executive support activities as requested and on behalf of the EVP/CIO; coordinates work of the executive office with other executives, managers and staff to ensure a high performance, customer service-oriented work environment which supports achieving MAAC’s mission and strategic plan and objectives; represents the Executive Vice President/Chief Impact Officer and other MAAC executives in meetings and in public forums.
  • Provides secretarial and administrative support to the EVP/CIO and members of the Community Impact Department; provides work direction and guidance to other administrative staff as necessary; types and/or drafts memoranda, correspondence, agenda materials and other documents, often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with MAAC standards, policies and procedures; researches and assembles information from a variety of sources for the preparation of reports and correspondence for the Executive Vice President/Chief Impact Officer. Prepares meeting space and logistics for EVP/CIO, ensures agendas for meetings are prepared and assists in organizing office.
  • Provides liaison services between the Office of the Executive Vice President/Chief Impact Officer and other governmental agencies, community agencies, customers, MAAC stakeholders, the public and the media; responds orally and in writing to inquiries and requests for information on MAAC program issues and activities; assists the EVP/CIO in addressing problems and issues.
  • Supports the implementation of the communications, marketing and public relations plan to expand and enhance awareness of MAAC’s programs, services, impact, and brand, including: management and updating of master mailing lists; assists the distribution and maintenance of all agency print and electronic collateral including, but not limited to, newsletters, brochures, annual reports, and website content; helps manage website and social media messages and content, ensuring that new and consistent information (article links, stories, and events) is posted regularly, to positively promote MAAC’s message and programs to a variety of community and civic groups and the public; supports the Manager of Marketing and Communications in tracking the level of engagement across all media platforms.
  • Supports MAAC’s Development and Donor Relations efforts including: Assisting with the maintenance and tracking of appropriate systems for fund development, including but not limited to volunteer and donor management, research and cultivation, gift processing and recognition; helps maintain accountability and compliance standards for donors and funding sources; assists with writing and submission of foundation, corporate and government proposals and solicitation materials; assists Development and Donor Relations Manager with coordination of grants and maintains the grants database.
  • Continuously maintains, adjusts and monitors the EVP/CIO’s calendar; coordinates, arranges and confirms meetings; screens requests for appointments; refers appointment requests to other MAAC executives or managers; coordinates, schedules and makes arrangements for meetings and events; makes and confirms travel arrangements for the Executive Vice President/Chief Impact Officer and members of the Community Impact Department; submits travel reimbursements to the CEO for approval.
  • Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of discretion and sound independent judgment; reviews, determines priorities and routes incoming correspondence; organizes and maintains office files; maintains confidential files; orders equipment, materials and supplies.

OTHER DUTIES

  • Attends meetings and takes notes, as requested.
  • Represents the Executive Vice President/Chief Impact Officer as needed with internal staff and external contracts.
  • Supports social media, as needed. 
  • Supports implementation of short-term projects and initiatives with organizational-wide impact, as requested by EVP/CIO.
  • Coordinates backup for the Receptionist, as needed.

 

QUALIFICATIONS AND SKILLS

Knowledge of:

  • Office administrative and management practices and procedures.
  • Basic methods and techniques of research and analysis.
  • The role and responsibilities of a governing board and policies and procedures for the conduct of meetings.
  • Excellent writing skills, including principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Standard word processing, spreadsheet, graphics and other software packages.

Ability to:

  • Manage multiple and rapidly changing priorities to meet the needs and expectations of executives, MAAC stakeholders and other public and private groups and officials.
  • Understand, interpret, explain and apply MAAC policies and procedures and legal requirements applicable to MAAC operations.
  • Present proposals and recommendations clearly and logically.
  • Develop and implement appropriate office procedures and controls.
  • Exercise sound, independent judgment within policy guidelines.
  • Operate a computer and word processing software and other standard office equipment.
  • Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position.
  • Research, organize and maintain office files.
  • Compose correspondence, prepare documents and make arrangements from brief instructions.
  • Communicate clearly and effectively orally and in writing.
  • Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
  • Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
  • Establish and maintain highly effective working relationships with MAAC board members, managers, representatives of governmental agencies and funding sources, business and community organizations, public interest groups, staff, the media, the public and others encountered in the course of work.
  • Plan, attend and participate in evening meetings and/or events that occur in the evening and/or occasionally on weekends.

 

EDUCATION/EXPERIENCE/CERTIFICATION

A typical way of obtaining the knowledge, skills and abilities outlined above is a BA/BS Degree in Business, Language Arts, Marketing, Communications or a related field and 3 years of responsible office administrative or secretarial experience with a senior director or a department head; or graduation from high school or G.E.D. equivalent, completion of college-level courses applicable to assigned responsibilities and seven years of increasingly responsible office administrative or secretarial experience, at least three of which involved providing secretarial or administrative support to a senior director or a department head; or an equivalent combination of training and experience.

Notary Public or the ability to become a notary public within the first six months.

Bilingual in Spanish is preferred.

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions
Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers
Identifies and takes advantage of opportunities for personal and professional development
Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines
Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems
Follows rules, regulations, and policies; positively contributes to implementing changes
Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza*, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

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MAAC (Metropolitan Area Advisory Committee)

Address

Chula Vista, CA
USA

Industry

Business

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