The Executive Assistant/Office Manager reports directly to the Director of Regional Operations and provides oversight of the front desk reception staff as well as administrative support to the Director of Regional Operations and the Chief Program Officer. The Executive Assistant/Office Manager serves as the primary point of contact for Chapter IT desktop support, facilities and equipment management. The ideal individual will have the ability to exercise a high level of 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/Office Manager will have the ability to work independently on complex 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.
This position is located in the San Jose, California office of the Northern California and Northern Nevada Chapter. This position is hourly non-exempt, full-time, 37.5 hours per week.
Provide a broad variety of office management and executive administrative tasks to support Executive Staff including but not limited to:
- Communicate directly, and on behalf of the Director of Regional Operations and Chief Program Officer with staff and others, on matters of significance as assigned
- Handle and maintain confidential documents
- Compose and prepare correspondence
- Arrange conference calls and meetings
- Prepare agendas and compile documents and presentations for meetings
- Manage meeting and event logistics
- Research, prioritize and follows up on incoming issues and concerns including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
- Keep Director of Regional Operations and Chief Program Officer well informed of upcoming commitments and responsibilities
- Manage a variety of special projects, some of which may have organizational impact
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
OVERSIGHT OF FRONT DESK RECEPTION
- Supervise Front Desk Reception staff that models and supports the culture of the organization; work to develop and maintain a positive engagement with external and internal customers, guests and families; maintain an open door policy; foster employee engagement and teamwork
- Ensure front desk coverage during business hours
- Maintain front desk reception staff by recruiting, orienting, and training
- Coach and supervises Front Desk Reception staff by planning, monitoring, and appraising job results
- Work at the reception desk to assist with breaks and lunches
SPECIAL EVENTS SUPPORT
- Field general questions about our signature events, The Longest Day and Walk to End Alzheimer's, and assist participants with registration and logistics around these events
- Use Convio database to help participants register, fundraise and set up their own webpage
- Process team and participant funds that are turned into the office
- Participate in at least one WTEA Annual Walk as requested
- Provide administrative support to Special Events Manager and other Special Event staff
FACILITIES AND EQUIPMENT MANAGEMENT
- Assist with IT helpdesk and audiovisual equipment inquiries and requests
- Order supplies as needed
- Maintain organization of mail/workroom and office environment
- Troubleshoot issues that are identified
- Manage address books on copiers for scan to email
- Call machine vendors for assistance when needed
- 3-5 years of senior level administrative support and/or office management, preferably in a non-profit environment
- Robust listening and diplomacy skills
- Ability to handle confidential information with discretion
- Ability to work independently and only under general supervision
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Original and independent thinking in originating new or improved methods, procedures, or ideas
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks and competing demands seamlessly with excellent attention to detail
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Demonstrate the highest level of customer/client service and response
- Superior business, written and oral communication skills
- Ability to communicate complex issues in a user-friendly manner
- Ability to write, create reports and compose correspondence for executive signature
- Strong level of proficiency with the use of Microsoft Office, specifically Word, Excel and PowerPoint, Adobe Acrobat and social media web platforms
- Proficient with Google Apps including Gmail, Google Calendar, Drive and Docs and PowerPoint
PERSONAL CHARACTERISTICS AND OTHER REQUIREMENTS
- Warm, welcoming and confident personality
- Comfortable in strong team environment, working as a partner to multiple departments
- Ability to work with diverse communities and demonstrate inclusion
- Ability to occasionally lift 20 lbs.
- Travel occasionally throughout the Chapter territory
- Ability to drive to run errands, purchase supplies, pick up orders, etc.