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Executive Assistant to Vice President/CIO & COO
at MAAC Project
|Location:||Administration - Chula Vista, CA|
|FT/PT Status:||Regular Full Time|
This single-position class provides secretarial and administrative support to the Vice President/Chief Impact Officer, Chief Operations Officer and coordinates work with members of the executive team and other managers and staff to ensure a smoothly operating office. The incumbent performs difficult, diverse and confidential duties in support of the VP/CIO and COO 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 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 Vice President/Chief Impact Officer and Chief Operations 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 VP/CIO's and COO offices 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 VP/CIO, COO; 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 Vice President/Chief Impact Officer, Chief Operations Officer and other MAAC executives in meetings and in public forums.
- Provides secretarial and administrative support to the VP/CIO, COO 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 Vice President/Chief Impact Officer and Chief Operations Officer. Prepares meeting space and logistics for VP/CIO, COO, ensures agendas for meetings are prepared and assists in organizing office.
- Provides liaison services between the Office of theVice President/Chief Impact Officer, Chief Operations 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 VP/CIO, COO 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 VP/CIO's, COO'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 Vice President/Chief Impact Officer or Chief Operations Officer and other members of the Community Impact Department; submits travel reimbursements to the CEO.
- 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 as assigned.
- Attends meetings and takes notes, as requested.
- Represents the Vice President/Chief Impact Officer or Chief Operations Officer as needed with internal staff and external contracts.
- Supports social media, as needed.
- Coordinates backup for the Receptionist, as needed.
- Office administrative and management practices and procedures.
- Basic methods and techniques of research and analysis.
- MAAC functions and operations and associated intergovernmental and management issues.
- The role and responsibilities of a governing board and policies and procedures for the conduct of meetings.
- Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
- Standard word processing, spreadsheet, graphics and other software packages.
- 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.
- Maintain highly sensitive and confidential information.
- 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.
- To drive to various locations as needed.
- 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.
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.
Bilingual in Spanish is preferred.
Union Membership ( if applicable):