Executive Assistant

The Living Room vision’s is a community where woman are empowered to shape their futures. Through comprehensive services, we help families build lasting stability, resilience, and a pathway to long-term success. Our mission is to ease adversity, promote stability, and support self-reliance for underserved women and children in Sonoma County.

Job Title: Executive Assistant

Reports To: Deputy Director/Executive Director

Status: Full-Time/Non-Exempt

Summary:

Under the direct supervision of the Deputy Director, the Executive Assistant supports the Executive Director and the leadership team with a variety of tasks. This position also supports and serves as a liaison with the agency’s Board of Directors. The Executive Assistant will have friendly, prompt and professional communication with a variety of stakeholders. This position will also demonstrate a commitment to the organization’s mission, philosophy, and vision.

Job Duties:

• Provide administrative support to the Executive Director including, but not limited to:

• Credit card coding

• Calendaring meetings

• Setting up Zoom meetings

• Email communication support

• Transcribe notes during presentations and meetings

• Calendar and note-take at leadership meetings

• Provide administrative support to the agency’s Board of Directors including, but not limited to:

• Support with Board orientation and Board retreats

• Preparation of Board minutes

• Maintain Board portal

• Preparation of meeting packets and agendas

• Room set-up

• Attend all Board meetings
• Provide administrative support to Board committees
• Serve as liaison between Executive Director and the Board of Directors
• Conduct research and analysis on topics requested by the Executive Director
• Support with the planning of monthly staff meetings & events
• Support the agency with all staff training logistics
• Communicate with major supporters to schedule meetings with the Executive Director
• Maintain strict confidentiality on all agency matters
• Retrieve and process incoming mail
• Support with admin office duties (cleaning, organizing, ordering)
• Assist in other administrative tasks as needed

Knowledge, Skills, and Abilities:

• Excellent writing and communication skills
• Intermediate-to-advanced skills with Outlook, Excel, and MS Office
• Experience working with volunteers, donors, and elected officials
• Ability to work well and collaborate with community service providers

Environment:

• While performing the duties of this job, the employee works both indoors and outdoors
• May be exposed to equipment vibrations, noises, and odors, wet and/or slippery surfaces.
• May include traveling to meetings, conferences, and work assignments
• The employee must be able to meet deadlines with severe time constraints.
• The noise level in the work environment is usually moderate and often work in a shared space
• Occasionally operate an agency motor vehicle
• Required to attend a minimum of one community event/function per quarter (may be on a weekend day)

Physical Requirements:

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

• Must be able sit for extended periods
• Sensory: Frequently required to read documents and written reports
• Must be able to speak clearly and understand/be understood using the English language
• Frequently required to concentrate on moderate detail with frequent interruption
• Must be able to attend to a task/function for 20-45 minutes at a time. Frequently required to understand and relate to specific ideas, several at a time
• Frequently required to use a computer and phone
• Prolonged periods walking or standing
• Must be able to lift, carry, and place up to 40 pounds at a time
• Specific vision abilities required by this job include close vision, depth perception, peripheral vision, and color vision

All interested and qualified applicants can send a cover letter and resume to the email provided.

Pay: $26.00 - $29.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person