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Job Details

Executive Assistant

Company name

Sacramento, CA


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Reporting directly to the Executive Director, the Executive Assistant provides a wide variety of difficult and complex administrative support. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Directors office.

Completes a broad variety of administrative tasks for the Executive Director including:

• Managing an extremely active calendar of appointments;

• Answers Executive Director's telephone calls

• Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings

• Plans, coordinates and ensures that the ED's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating a win-win situations for direct access to the ED's time and office

• Works closely and effectively with the ED to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer" having a sense for the issues taking place in the environment and keeping the ED updated.

• Keeps Executive Director apprised of scheduled meetings and events; ensures that ED has pertinent documents and information in preparation for meetings

.• Provides a bridge for smooth communication between the ED's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff

• Prepare and format information for internal and external distribution including letters and memos

• Compiling data for reports

• Compose and preparing correspondence that is sometimes confidential Senior Management Support

• Assist in scheduling meetings for senior managers

• Assists in coordinating the agenda of senior management team meetings and off-sites, as well as all-staff meetings

• Provides assistance to Ombudsman by researching and referring problems or concerns to appropriate staff for resolution

• makes necessary room arrangements for Senior Management staff; takes detailed notes;

• apprises ED on the content of meetings

• Manage the flow of information to member of the executive leadership team; screen calls, open and sort mail, summarize reports and correspondence Executive Office Management

• Receives, opens, reviews, and distributes incoming mail; receives and processes invoices and maintains accounts payable

.• Completing monthly expense reports

• Recommends organization or procedural changes affecting clerical activities .

• Maintains complex and confidential record keeping systems

• Maintain office supply


Skills in:

• written and verbal communication

• taking proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Being a forward looking thinker, who actively seeks opportunities and proposes solutions

• Being extremely organized

• interpersonal communication Ability to:

• Maintain confidentiality and exercise discretion is essential for success in this type of job

.• Perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Build relationships with stakeholders, including staff, board members, external partners and members of the City Council and Board of Supervisors.

• Be a highly resourceful team-player, with the ability to also be extremely effective independently.

• Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• achieve high performance goals and meet deadlines in a fast paced environment.



Filing Deadline: 5 P.M. Friday, September 7, 2018 

Company info


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