Hybrid Executive Assistant to the Executive Director bei Transitions Mental Health Association

Description

POSITION TITLE: EXECUTIVE ASSISTANT TO THE EXECUTIVE DIRECTOR   

PROGRAM/LOCATION:  ADMINISTRATION- SAN LUIS OBISPO

POSITION SUMMARY:

Reporting to the Executive Director, the Executive Assistant provides executive level support to the Executive Director. The Executive Assistant must be creative and enjoy working within a mid-sized, mission-driven nonprofit environment that is results-driven, fast-paced and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations. This position requires 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 and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

HOURS/ SALARY:

Full-time, exempt position. Anticipated hiring range is $62,400-$65,000 annually. Includes a generous individual benefits package that includes health, dental, vision, life, 403b retirement (with up to a 5% employer match) paid vacation/holiday time, paid sick time and a variety of helpful employee perks as well. (*Full Salary Schedule $62,400-$72,800 annually). 

Employee Perks/ Work Culture:

A few of our helpful employee benefits include membership discounts to various local fitness centers, as well as a voucher to Sycamore Mineral Springs for discounts. We offer years of service gift cards to businesses of your choice. We offer gift cards for walking, biking, or carpooling to work as well as 20% discount for shopping at our Growing Grounds Downtown Store/Nursey/ Farm. We host two employee appreciation events for employees and their families yearly. We practice Trauma Informed Care Principles, Guidelines for Collaborative Conversations, and encourage the use of pronouns. We mindfully promote equality, respect and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the fascinating characteristics that make us different! TMHA is also a pet friendly workplace (upon approval)!

Mission Statement:

Transitions Mental Health Association is a nonprofit organization dedicated to eliminating stigma and promoting recovery and wellness for people with mental illness through work, housing, community and family support services.

ORGANIZATION DESCRIPTION:

Transitions – Mental Health Association is a leading non-profit agency committed to providing comprehensive mental health services and support to individuals and families by inspiring hope, growth, recovery and wellness in our communities.  TMHA has decades of experience with teams of compassionate staff. TMHA is a driving force in improving mental health and wellness in our communities and a supportive and inclusive work environment that values diversity and individual contributions.  

Responsibilities and Duties:

Executive Support 

1. Completes administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; composing and preparing correspondence that are sometimes confidential; arranging Board and committee meetings and agendas; compiling of documents for meetings and preparation of meeting snacks. 

2. Plans, coordinates and ensures the Executive Director is enabled to maintain scheduled appointments and is aided in follow-through on commitments made. 

3. Communicates directly, at the direction of the Executive Director, with Board members, donors, staff, and others, on matters related to the agency’s programmatic initiatives. 

4. Researches and follows up on incoming issues and concerns identified by the Executive Director, including those of a sensitive or confidential nature. Collaborates with the Executive Director to provide an appropriate course of action, referral, or response. 

5. Provides a bridge for smooth communication between the Executive Director and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 

6. Works closely and effectively with the Executive Director providing support, maintaining calendared commitments and responsibilities with appropriate follow-up. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated. 

7. Provides leadership to build relationships crucial to the success of the organization, and tracks a variety of special projects, some of which may have organizational impact. 

8. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the company. 

9. Prioritizes conflicting needs in conjunction with the Executive Director; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

10. Provides relief support to the Executive Assistant to the Directors 

11. Provides relief support to front reception staff as needed.

12. Promote, encourage and maintain trauma-informed practices in all services and activities. 

Practice and promote, both individually and in team meetings, TMHA’s Collaborative Communication Guidelines in order to facilitate clear, empathetic and person-centered communication. 

Board, Government Official Support and Liaison 

1. Serves as the Executive Director’s administrative liaison to Transitions – Mental Health Association’s Board of Directors. 

2. Assists Board members with meeting arrangements.

3. Maintains discretion and confidentiality in relationships with all Board members.

4. Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format, keeps attendance records and maintains bylaws and other Board-related documents.

5. Serves as the Executive Director’s administrative liaison to government officials.

Senior Management Liaison

1. Participates as an adjunct member of the Administrative Team, coordinates the schedule of bi-weekly program updates and takes action driven minutes.

2. Assists in coordinating the agenda and logistics of senior management team meetings, off-site meetings and all-staff meetings.

3. Facilitates cross-divisional coordination of meetings and other needs.

Communications, Partnerships, and Outreach 

1. Ensures that the Executive Director’s biography is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.  

2. Prepares, edits and completes first drafts for written communications to external stakeholders.

Strategic Initiatives 

1. Works with the respective Division Directors in coordinating the Executive Director’s outreach activities. 

2. Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.

Job Environment:

1. Moderate to substantial physical activity. May include moving or lifting up to 50 lbs.

2. Involves moderate risks that require safety precautions and the risk of exposure to potentially intense situations.  

3. Active, busy, professional environment with frequent spoken and written interaction with colleagues, staff, and community members. 

Requirements

Education and Experience Requirements:

1. Bachelor's degree required.

2. Strong work tenure: five to ten years of experience supporting Senior Level Executives, preferably in a non-profit organization.

3. Experience and interest in internal and external communications, partnership development, and fundraising.

4. Proficient in Microsoft Office and Teams (Outlook, Word, Excel, and Power Point), Foxit PDF Editor, Adobe Acrobat, DocuSign and Social Media web platforms. 

5. Knowledge of TMHA programs preferred. 

6. Friendly and welcoming demeanor. 

7. Strong interpersonal skills, collaborative work style and strong oral, written, and communication skills. 

8. Well defined organizational and time management skills. 

9. Ability to work independently and flexibly.

10. Ability to work well within a team and maintain a professional, respectful attitude in the workplace.

11. Attendance is an essential function of this job that requires face-to-face interaction with clients and/or other employees.

12. Ability to mindfully promote equality, respect, and diversity of race, gender, sexual orientation, religion, ethnicity, national origin, and all the other fascinating characteristics that make us different. 

13. Demonstrate the ability to successfully deliver culturally responsive services. Knowledge of the various dimensions of diversity including mental health, gender, race and ethnicity.

14. Ability to handle intense situations, display good judgment and decision-making skills, and remain calm and clearheaded under pressure. 

15. Able to work effectively with a variety of people and personality types regardless of age, ethnicity, race, religion, sexual orientation, gender identity/expression or socio-economic level.

16. Ability to be willing to work with supervisor oversight and direction. 

17. Must use reasonable precaution in the performance of one’s duties and adhere to all applicable safety rules and practices while acting in such a manner as to assure at all times, maximum safety to one’s self, fellow employees, clients, and other persons contacted through TMHA business.

18. Conditions of employment include: 

• Must be at least 18 years of age; possess a valid CA Driver’s License, at least 2 years driving experience, reliable transportation, proof of auto insurance, and DMV driving record that meets TMHA’s current vehicle insurance requirements.  May be required to utilize personal vehicle and auto insurance.  

• Ability to possess and maintain good physical and mental health.  

• Must comply with a TB assessment (possibly a TB test if needed to confirm a negative tuberculosis result) and receipt of a criminal record clearance through fingerprinting.  

• Must be able to successfully complete First Aid and CPR training.

Physical Demands:

1. Seeing

2. Hearing

3. Speaking

4. Stooping/Bending

5. Moving around office

6. Moving between offices/clients

7. Driving

8. Climbing

9. Lifting/carrying heavy items

10. Computer use

11. Pushing/pulling/dragging items

12. Standing for long periods

13. Working outside

14. Using hands/fingers