Executive Assistant

Hybrid-Remote (combination of home and in-office)

 

Want to be a DIFFERENCE MAKER? Join our team and BUILD BRIGHTER FUTURES.
 

WHY WORK FOR OAKLAND FAMILY SERVICES?

We know that in order for you to do your best work and meet our mission, you must be able to be your best self. At Oakland Family Services (OFS), we care about our staff as people first. We treat our team members like family and understand the importance of their families at home. We recognize the significance of flexibility and work/life balance. 

We also know that your success…is our success. That’s why OFS not only honors the talent and experience you bring; we actively seek to develop it. 

Oakland Family Services has proudly been named a Top Workplace for over ten (10) years in a row, voted on by our own staff. We offer a warm, engaging, equitable, supportive, and inclusive work environment.

ABOUT OAKLAND FAMILY SERVICES

Oakland Family Services is a private, non-profit service organization serving our community and building brighter futures for more than 100 years. We proudly offer a continuum of prevention, education and treatment services that span the human life cycle. 

   OUR MISSION: Providing individuals and families the opportunity to build brighter futures.

   OUR VISION: Communities of thriving individuals and families. 

Between our strong commitment to our mission and a workplace culture that puts our staff first, we enrich the lives of those we serve, strengthen families, and build brighter futures for those we serve and those we employ. 

WHAT’S IN IT FOR YOU?

• Competitive compensation.
• Comprehensive medical, dental, prescription, and vision coverage.
• Flexible Spending Accounts and HSA options.
• Retirement plan with a company match.
• Long-term disability insurance.
• Voluntary short-term disability.
• Life insurance and AD&D.
• Malpractice insurance.
• Paid time off benefits, including generous vacation, sick, personal, and bereavement days.
• Twelve (12) paid holidays, including a floating holiday of your choice!
• Annual pay increases, as approved.
• Employee assistance program for you and immediate family.
• Network of support for your health & well-being.
• Verizon cellular plan discount.
• Mileage reimbursement at the IRS rate.
• Loan forgiveness programs.

PLUS... 

• Commitment to diversity, equity, inclusion, and belonging.
• Family friendly practices and support.
• Flexible work schedules, as appropriate.
• Hybrid and virtual work options, as appropriate.
• Highly robust and comprehensive onboarding and training program.
• Paid professional development.
• Free online trainings that count toward continuing education credits.
• Employee assistance programs. 
• “Dress for Your Day” approach to dress code.
• Financial literacy education and workshops.
• Collaborative annual performance appraisals. 
• “Dollars for a Difference” program for clients and staff in need.
• And more!

*Some benefits applicable to regular, full-time employees only.

WE KNOW CULTURE MATTERS…

We spend many hours of our day working. Workplace culture affects our well-being, how we feel about coming to work, and how we perform. Oakland Family Services prioritizes having a healthy, inclusive, equitable, and effective workplace culture. That’s why we proudly have twelve (12) defined cultural value statements that dictate how we operate. Cultural values are embedded into all we do and how we do it!

…MORE ABOUT OUR AWARD-WINNING CULTURE

• Our CEO wants to get to know staff personally and has an open-door policy. She hosts regular staff lunches and townhalls to answer questions.
• Open, honest, and transparent communication is celebrated.
• We practice giving the benefit of the doubt.
• We believe that feedback is the breakfast of champions! That’s why we have a staff suggestion program.
• We want our team members to feel valued. That’s why we have a staff recognition program. 
• Having FUN is an important part of the job! We love hosting events such as staff recognition celebrations and luncheons, road rallies, seasonal parties, food truck lunches, ice cream days, surprise giveaways, spirit weeks, Bring Your Child to Work Day, cook off/bake off contests, and more.
   

ABOUT THE OPPORTUNITY/WORK

The Executive Assistant to the President/CEO serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant to the President/CEO reports to the President/CEO.

The following represents a summary of the major duties and responsibilities performed by incumbents in this position. The tasks that comprise the duties and responsibilities assigned to the position are interdependent but can be separated into similar clusters of tasks. The clusters require different skill sets to achieve the objectives and performance proficiency. Incumbents may be requested to perform related tasks other than those specifically presented.

• Serves as a liaison for the Board of Directors and provides support and superior customer service.
• Responsible for all correspondence and coordination of meetings with the Board of Directors and its committees This includes scheduling meetings, tracking RSVP’s, attendance, communication and correspondence, distribution of materials before and after the meetings, completing support activities such as preparation of agendas and handouts, signing out rooms and submitting tickets for room set-up, minute taking and coordinating food orders and set up.
• Coordinate internal meetings and trainings, as assigned by President/CEO or Vice Presidents. This includes scheduling meetings, tracking RSVP’s, attendance, communication and correspondence, distribution of materials before and after the meetings, completing support activities such as preparation of agendas and handouts, signing out rooms and submitting tickets for room set-up, minute taking and compiling information from any interactive activities/exercises and coordinating food orders and set up.
• Provide executive level administrative support to the President and CEO with a high degree of initiative, confidentiality, and in a professional demeanor. Maintain poise to project professional image of the Office of the President/ CEO, with high energy, exceptional judgment, diplomacy, and creativity in work strategies.
• Anticipate the President /CEO's needs for information/material for meetings, speaking engagements, and other purposes. Prepares and coordinates information to assist in the President's response to telephone calls, correspondence, and other requests.
• Oversee the maintenance of CEO official records, files, reports, minutes and communications, ensuring quality and timeliness of content and activity.
• Maintain Agency policies files in partnership with the Vice President of Administration – formatting, archiving and updating the Agency Manual and in the related files in SharePoint. Prepare, send out and file policy attestations.
• Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Establish and maintain strong and effective relationships with all stakeholders, including both internal and external customers.
• Participate in executive-level management functions with and on behalf of the President CEO to provide point of contact in the President's absence, and to assure continuity of information and communications through the Office of the President and CEO.
• Responsible for the management of a wide variety of specialized projects as determined appropriate by the CEO, including but not limited to: annual general insurance applications, monitoring and updating insurance accords as appropriate, Council on Accreditation support as directed, and tracking and ordering board of directors years of service awards. Completes these assignments by establishing objectives, determining priorities, determining time frames, managing deadlines; gaining cooperation from others, monitoring progress; problem solving, making adjustments to plans.
• Prioritizes conflicting needs; handles matters expeditiously, proactively and follows- through on projects to successful completion, often with deadline pressures.
• Gains a thorough understanding of the Agency vision, mission, strategic goals, operating principles, cultural values, value-based decision-making criteria, principles of change management, OFS terminology and key concepts.
• Determines which requests need to be handled directly by the CEO and refers other requests to appropriate individuals as necessary.
• Alerts the CEO of any issues or problems that may be encountered during staff meetings, participating in groups, and interaction with other individuals.
• Completes credit card reconciliation process for Executive Team members and the Agency credit card Assists the CEO and Vice Presidents with invoices and tracking of expenses and receipts as requested.
• Is familiar and knowledgeable about cost centers and general ledger codes that are frequently used by the President/CEO and Vice Presidents.
• Responsible for coordination and setting up authorization/use of credit card and various vendor accounts (i.e., Amazon, Sam’s Club, etc.). for the general Agency, CEO and Vice Presidents.
• Orders and tracks supplies for the office of the President and the Vice Presidents. This may include general office supplies, as well as orders via Amazon, etc. that may be requested occasionally.
• Prepare and post monthly birthday list and forward to Present/CEO to prepare staff birthday cards.
• Prepare and forward monthly staff anniversary list to President/CEO to prepare staff anniversary cards.
• Assist with Employee Staff Recognition program by forwarding recognitions to the President/CEO and any other related activities.
• Assist with the annual internal United Way campaign.
• Acts as a Notary for the Agency, maintains appropriate credentials for same.
• Complete and maintain administrative tasks, including but not limited to, filing, record keeping, office support and contracts.
• Arranges external conference registration, and travel related matters, such as, hotel stays, airline tickets, etc. for the President/CEO, Vice Presidents and others as required through use of the Agency credit card.
• Screens all telephone calls, visitors and incoming correspondence and materials relating to the CEO.
• Assists and performs duties for the CEO and other members of the Senior Management Team, as necessary.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff.
• Other duties as assigned.

Does This Describe YOU?

• Associate degree required. Bachelor’s degree preferred in business, non-profit administration, communications, or related field.
• 5+ years’ previous experience in executive level administrative support or office management.
• Previous experience working in a non-profit preferred.
• Demonstrated experience related to Board Governance.
• Superior communication skills, both written and verbal.
• Proficient in MS Office 365 – Word, Excel, PowerPoint, SharePoint, etc.
• Ability to work independently and in a team environment.
• Knowledge of internet research.
• Accuracy and aptitude for details, including proofreading and editing.
• Must be able to work a flexible schedule.
• Work well in a fast-paced environment.
• Proficient in the use of agency computers and software.
• Exceptional organizational ability, with skill in prioritizing multiple projects and ability to meet multiple deadlines.
• Excellent personal and interactive skills which include the ability to use tact, discretion, poise, and diplomacy in difficult situations and to use techniques that focus on problem solving and team building.
• Ability to work well under pressure, to respond with flexibility and positivity with the understanding of the variables and dynamics due to the nature of the position.
• Able to work resourcefully related to workload fluctuations, demonstrated initiative and problem-solving skills.
• Demonstrated critical thinking skills, sound judgment and solution focused problem solving.
• Strong alignment with Agency mission and cultural values.
• Selected candidates for this position must possess a sensitivity to the diversity of the Agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation, and socioeconomic characteristics.
• Special abilities and skills necessary to perform the required tasks and that best meet the needs of the agency also will be considered. There may be some standards above that may be waived when compensating specifications or circumstances exist.