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Overview

Executive Assistant to the CEO

Open until filled

Smart Workforce Center
Position location: Shasta County

Job Summary:

The Smart Workforce Center, a private, non-profit, public benefit corporation in Shasta, Trinity, Siskiyou and Del Norte Counties, seeks a full-time Executive Assistant to join our team. The Executive Assistant provides administrative support under the direct supervision of the CEO. Duties may include, but are not limited to:

  • Prepare reports, meeting minutes, documents, memos, drafts, and email correspondence to support CEO
  • Present data and analysis in charts and graphs, and develop written reports
  • Research and compile information related to special projects, grants, and other required reports
  • Schedule and coordinate meetings, appointments, and travel arrangements for CEO, managers, and supervisors
  • Prepare meeting agendas and schedules. Record, transcribe, and compile meeting summaries and minutes
  • Responsible for administrative content updates of company intranet
  • Receives incoming communication or memos on behalf of CEO, reviews content, and distributes to appropriate personnel
  • Display excellent organizational skills and accuracy in reporting
  • Strong communication skills, ability to multi-task in a high pace environment, ability to problem solve, and work independently
  • Must have excellent time management skills with a proven ability to meet deadlines
  • Performs additional duties as assigned by CEO and Executive team

Preferred background or knowledge in:

  • Business practices, office administration, clerical procedures and record-keeping systems.
  • Software programs including Microsoft Word, Access, Outlook and Excel.

REQUIREMENTS

Any combination equivalent to two years of college in Business Administration, Office Administration, Human Resources, or closely related experience. Bachelor’s degree is preferred, but relevant experience will be considered in lieu of degree.

Driver’s License Required: Yes, Class: C. The Smart Center participates in the California DMV Employer Pull Notice Program. Applicants are required to provide DMV printout with application

The position pays between $21.50 and $36.33 per hour and some travel may be required on an infrequent basis. The schedule is Monday-Friday 8am-5pm. We are closed for lunch daily from noon- 1pm. We offer three weeks of paid vacation each year, a company paid retirement program, and a paid week off between Christmas and New Year’s. We also offer a cafeteria benefit plan, paid sick leave, tuition reimbursement and a host of other employee benefits! Most importantly, we offer a friendly and supportive working environment that includes potlucks, cornhole, and other activities!

If this job sounds like a good fit for you, please apply by clicking the link below. The application includes a pre-employment personality assessment that takes approximately 5 minutes.

Click here to Apply

Smart Workforce Center is an Equal Opportunity Employer. Auxiliary aids services available to individuals with disabilities.

Smart Workforce Center

Job Description

Executive Assistant

Exempt:  No

Definition:

Under the general supervision of the CEO, the Executive Assistant performs a wide variety of professional, analytical, and administrative duties in support of business operations, programs, and various administrative operations and activities including special projects, communication management, and other specialized functions. This position coordinates and performs a variety of contract and grant administration duties, prepares various reports to improve the efficiency and effectiveness of operations; coordinates assigned activities with other departments and managers.

Duties and Responsibilities

Example of duties: Provides high level administrative support and assistance to the CEO and/or other assigned leadership staff. Performs clerical and administrative tasks including drafting letters, memos, invoices, reports and other documents for CEO and senior staff. Arranges travel and accommodations for executives. Schedules and attends meetings on behalf of executives, taking notes and recording minutes. Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff. Performs office tasks including maintaining records, ordering supplies, and preparing reports. Performs additional duties as assigned by executives. Performs other related duties as assigned. Provide excellent customer service and administrative support to staff and managers. Maintain various paper and electronic filing systems. Compile and analyze business operation and statistical data. Present data and analysis in charts and graphs and develop written reports.

Display excellent organizational skills and accuracy in reporting. Creates documents, spreadsheets and presentations; Prepare monthly and quarterly reports as needed.  Operates varied office equipment including personal computers, printers, copiers, scanners, calculators and fax machines; makes travel arrangements; proofreads; researches information; writes reports and tracks activities; coordinates projects as requested; performs other work as assigned.

Knowledge, Skills and Abilities

Knowledge of: Basic business and office administration concepts, practices and terminology used in office and statistical work; Microsoft Office Suite, government regulations, employment and labor laws, and the application thereof.

Ability to: exercise good judgment, interpret and apply policies and regulations; work independently to develop and manage procedures and systems; type 40 wpm; effectively communicate verbally and in writing; sit for extended periods of time, operate computers and business machines for extended periods of time; demonstrate discretion in the handling of confidential information; meet deadlines, build positive working relationships and provide excellent customer service.

Travel may be required in this position.  If the incumbent drives a personal vehicle while performing required duties, automobile insurance with approved levels of bodily injury and property damage must be maintained.  The assigned supervisor or human resource administrator will advise the incumbent of the required levels based on driving frequency. The Smart Business Resource Center participates in the California DMV Employer Pull Notice (EPN) program. Employee participation in the EPN program is required.

Qualifications

An AA degree in Business is preferred, plus two years of related work experience.

Physical Demands

In order to successfully perform the various duties of this job, the employee is frequently required to sit for extended periods, handle or feel objects, tools, controls and reach with hands and arms, occasionally required to stand, walk, lift and/or move up to 25 pounds, regularly required to talk and hear. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus. Physical demands described here are representative of those that must be met by every employee. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Minimum Education and Experience

Minimum Months of Experience: 48
Education Required: Associate's
Driver's License Required: Yes
Hiring Requirements for This Job:
  • Background Checks
  • Motor Vehicle Record Check
  • Minimum Hourly Wage: 21.50
    Maximum Hourly Wage: 36.33
    Accessible by Public Transportation: Yes