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Reporting directly to the President & CEO (P/CEO), the Executive Assistant (EA) provides administrative support to the P/CEO, with secondary support given to Human Resources and Operations. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the P/CEO. The EA also serves as a liaison to the senior management team; organizes and coordinates agency events and meetings onsite and off; executes special projects and is responsible for managing the administrative functions of the Home Office.

The position is a full-time, Monday through Friday 8:00am-5:00pm role, requiring independence and strong time management skills. This is a senior level administrative position promoting professional and warm communication at all times. The EA is an integral member of the Choice in Aging team working to ensure we meet our mission to “create opportunities where people can learn, grow and age independently with dignity in community.”

Essential Job Functions:

Executive Support:

Manages the P/CEO’s extremely active calendar of appointments, including but not limited to updating, maintaining, and coordinating appointments, preparing documents and items pertaining to meetings, communicating appointments in a timely manner with the P/CEO, and ensures appropriate beverages, food, and refreshments are set up prior to all office meetings and events.
Manages the Home Office scheduling of multi-party meetings and tours; coordinating appointments, preparing documents and items pertaining to meetings, communicating appointments in a timely manner with the P/CEO, HR, and the Vice President of Operations (VPO).

Board of Directors Responsibilities:

Acts as the primary point of contact for all CiA Board of Director matters.
Helps with onboarding new Board Members by scheduling meetings and tours with the P/CEO and Nominating Committee, as well as preparing the new Member’s Board Binder.
Records, transcribes, and emails minutes within 48 hours to the P/CEO for review and then to Board Chair for review so Minutes get to attendees within one week of the meeting.
Maintains appropriate records of all meetings whether in person, virtually, via email or by phone.

Home Office Support:

Supports the Grant Administrator with grant proposal submission and follow up; including but not limited to assembling and submitting grant requests and annual contract renewals, including letters of support, proposals, budgets and reports associated with budgets, presentations and any other required materials/information.
Acts as the primary contact and coordinator for ensuring staff are opening, closing and securing the Pleasant Hill building; communicating and coordinating in advance with other senior managers to get coverage for changes in schedules and/or vacations.
Creates and maintains corporate records including both legal and administrative files.

Minimum Qualifications:

Education/Training/Experience:

Master’s or a Bachelor’s level degree preferred with experience in a business environment; nonprofit experience preferred.
At least two years experience assisting C-Suite Executive(s) preferably within a related non-profit community organization.
Advanced computer skills are required.

Job Type: Full-Time (40 hours per week).

Monday-Friday (Closed on all major holidays).

Salary Range: $71,000.00 - $76,000.00 per year.

Application: Email resume and cover letter to: employment@choiceinaging.org Subject Line: *Title of Open Position* Note: The recruitment timeline for this position may vary and depend on many factors and we appreciate your patience during this process. Due to the high volume of applicants, we will only be contacting those candidates whose qualifications most closely match our requirements for the position. No phone calls please. Visit www.choiceinaging.org to learn more about Choice in Aging. Choice in Aging is an Equal Opportunity Employer.

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