Executive Assistant

Who We Are 

Pacific Clinics is California's largest community-based nonprofit provider of behavioral and mental health services and support. Our team of more than 2,000 employees speak 22 languages and are dedicated to offering hope and unlocking the full potential of individuals and families through culturally responsive, trauma-informed, research-based services for individuals and families from birth to older adults. 

 

Who We Serve 

Pacific Clinics serves children, transitional age youth, families, adults, and older adults. We offer a full range of mental and behavioral health services, foster care and social services, housing, continuing adult education and early childhood education programs to Medi-Cal eligible individuals and families throughout Alameda, Contra Costa, Fresno, Kings, Los Angeles, Madera, Orange, Placer, Riverside, Sacramento, San Bernardino, San Francisco, Santa Clara, Solano, Stanislaus, Stockton, Tulare and Ventura Counties.  

 

What We Offer 

• The compensation for this position can be up to $32.19 per hour.  Compensation will vary based on qualifications, skills, experience, and geographic location.  The salary range may also vary if you reside in a different location than the location posted.  

• We Offer Medical, Dental & Vision benefits, retirement options, Flex Spending, EAP, and more!   

• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve. 

 

About our Program:  

Fund Development

Program Type: Fund Development

Population Served: Donors All Ages

Position Summary  

Works within the vision, mission, and philosophy of the agency.  Provides advanced and confidential administrative support for Vice President. Coordination of activities with external contacts, and agency staff at all levels. Receives and distributes incoming documents, telephone inquiries, and other communication to the executive or other senior executives as appropriate.

 

Essential Duties and Responsibilities  

• Applies the highest level of confidentiality and recognizes the level of confidentiality necessary for various types of information.
• Applies knowledge of agency practices and organizational requirements.
• Edits agency documents for grammar, spelling, and formatting.  May recommend or alert executive to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.
• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, youth, and families.
• Coordinates special functional events and program rollouts.
• Creates forms, reports, manuals, filing systems, and the like in order to facilitate completion of functional programs.
• Handles administrative functions including ordering of office supplies and equipment.
• Works well with colleagues at all levels of the organization.
• Provides a variety of administrative support activities including but not limited to schedule/calendar management, scheduling of meetings, reconciliation of expense reports, mileage claims, and other routine tasks.
• May serve as a mentor or coach to other Administrative Assistants, distributes work to others, and leads work/project completion.
• Independently completes special projects (e.g., researching history or expenditures for information, reports or presentations).
• Produces and formats accurate and timely reports, graphs and charts (e.g., organization charts and timelines).
• Utilizes personal computer (PC) applications.  May extract data from agency systems or other sources to complete reports.
• Prepares PowerPoint presentations.
• Prepares correspondence and other documents.
• Participates in committees or work teams or related agency activities.
• Maintains and organizes executive’s paper and electronic files.
• Makes travel arrangements for executive, as needed.
• Other related responsibilities, as assigned, to support specific department/business needs.

JOB SPECIFIC COMPETENCIES

• Administrative Acumen 
• Clerical Skills 
• Initiative 
• Integrity And Trust 
• Project Management

Experience / Requirements   

• Associate of Arts or Science (A.A./A.S.) degree or equivalent combination of education and experience in an executive administrative role. 
• Two (2) years of progressively responsible executive administrative expe