Executive Assistant

Company: California School Boards Association
Location: West Sacramento
Posted on: May 28, 2023

Job Description:

SUMMARY
Under general direction, provides varied, complex, and confidential office administrative support to the CEO & Executive Director, including handling confidential materials and complex public, and client relations; conducts special projects; acts as the first point of contact for the CEO & Executive Director, other departments, and the public to resolve issues and concerns; assists in coordinating Association-sponsored events and meetings; provides information to the public and staff requiring considerable knowledge of Association and department services, policies, and procedures; manages the office administrative functions of the CEO & Executive Directors Office; performs technical support work related to the responsibilities of the CEO & Executive Director; and performs related work as required.

ESSENTIAL DUTIES & RESPONSIBILITIES
Provides administrative support to the CEO & Executive Director by assisting with duties of an advanced, complex, sensitive, and confidential nature; represents the department at meetings as assigned; acts as a liaison between the CEO & Executive Director and other staff and the public, coordinating solutions and following up with staff when appropriate. Coordinates and maintains the CEO & Executive Directors calendar and schedules meetings and appointments for the CEO & Executive Director; makes travel arrangements as required. Receives and screens visitors, telephone calls, emails, and regular mail; provides general information to the public to ensure an understanding of departmental and Association policies and procedures; listens to questions and explains procedures according to existing guidelines; refers callers and visitors to the appropriate department sources, as appropriate; identifies, negotiates, and/or resolves complaints and problems when appropriate. Composes, types, and edits a wide variety of documents including detailed and often confidential correspondence, forms, memos, reports, statistical reports, invitations, graphic materials, and specialized documents for the CEO & Executive Director and other management and department staff from rough draft, handwritten copy, verbal instructions, or from other material; proofreads materials for accuracy, completeness, compliance with policies, procedures, format, and English usage, including grammar, punctuation ,and spelling; inputs and retrieves data and text using a computer. Assists in planning, organizing, and coordinating Associations events and meetings. Prepares the departments budget; reviews and ensures accuracy of budget documents; processes payment authorizations for invoices; tracks, monitors, and enters invoices, travel claims, and other expenditures in financial database system. Designs and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provide follow-up information to customer and staff inquiries; organizes and maintains various administrative, confidential, reference, and follow-up on decision as required. Provides a variety of support to Association commission, committees, and/or task forces; may prepare and distribute agenda packets, attend meetings and prepare minutes, and follow up on decision as required. Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment, and multi-line telephones. Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices. Demonstrates respect, honesty and professionalism at all times. Adheres to an established work schedule and the organizations timekeeping practices. Performs other duties as assigned

Keywords: California School Boards Association, West Sacramento , Executive Assistant, Other , West Sacramento, California