Executive Assistant to the CEO

Overview

Executive Assistant to the CEO Jobs in Irvine, CA at Bottega Angelina

AGENCY OVERVIEW

Centers For Family Development, Inc. (CFDI) is a private, non-profit comprehensive family counseling agency that was originally established in 1978 as Black Family Development, Inc. (BFDI) by the Detroit Chapter of the National Association of Black Social Workers (DNABSW). By establishing BFDI as a family counseling agency, DABSW sought to promote and provide quality community-aligned social work services in Detroit. Since that time, BFDI has grown to accommodate the in­creasing demand for a variety of specialized family-focused counseling and services in the community.

CFDI’s programming includes early childhood resources and literacy development, a 3-tiered juvenile justice service array, mental health prevention and treatment, substance use disorder prevention and treatment, R.E.A.L Brothers supportive resources, school-based intervention, and trauma-informed care. Most importantly, our staff are heroes who strive to match passion for service with equal parts best practice to partner with families to achieve their goals.

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Our organization is seeking a Full-time Director of Administrative Operations-Senior Executive Assistant with the corresponding experience requirements:

GENERAL RESPONSIBILITIES

This strategic position is responsible for efficiently overseeing the fast-paced office of the CEO. Ensures that time-sensitive, confidential, administrative operations are carried out in an effective and efficient manner. Responsible for supporting the overall operations and strategic aims of the organization. Responsible for carrying out administrative duties in internal and external representation of the office of the CEO. Responsible for ensuring and maintaining federal, state, and local regulatory certifications and licenses, as well as elements of accreditation compliance.

DUTIES AND RESPONSIBILITIES

· Play a central role in the initiation, development and implementation of processes in the administration area.

· Process confidential personnel action items that require CEO communication

· Review, process, and disposition email within 24-48 hours of receipt

· Manage the organization’s year-round program contracting process to ensure compliance with funders and local, state, and federal laws.

· Take responsibility for the effectiveness and efficiency of administrative operations.

· Manage and utilize federal grant websites, including Grants.gov; SAM, and GMS (Grants Management System) to ensure required site access does not expire.

· Complete timely research, assembly, and submission of reports required by funders prior to due dates.

· Calendarize and execute year-round federal, state, county, and city business certifications and licenses 60 days prior to expirations.

· Develop working relationships with Board members, as well as internal and external executive – level stakeholder representatives, to efficiently resolve internal organizational needs or external requests.

· Communicate effectively with diverse groups of individuals, including Board, funders, staff, community, and consumers.

· Accurately take dictation, transcribe, type, and distribute emails, memorandums, letters, correspondence, meeting minutes, notices, proposals, reports, and various forms and documents as needed and within prescribed time frames as determined by the CEO.

· Schedule Board of Directors meetings for CEO within designated time frames.

· Attend Board of Directors and Board Committee meetings, ensure adherence to Board bylaws, and accurately takes official minutes for the CEO.

· Attend other required agency meetings both internal and external and accurately take official minutes, and oversees projects that may result as meeting deliverables.

· Ensure that there are appropriate functional strategies in place to support the office of the CEO.

· Analyze problems, identify alternative solutions, and implement approved recommendations.

· Participate in organizational programming, services, and activities, including evening or weekend events as needed.

· Maintain appropriate external networks and relationships.

· Schedule appointments and/or meetings for the CEO and sends notification(s) in a timely manner.

· Maintains confidentiality regarding staff/agency information.

· Adheres to agency policies and completes annual trainings.

· Performs other related duties as assigned by CEO.

QUALIFICATIONS

· Bachelor’s / Master’s degree preferred, in Business Administration or Accounting.

· Active Notary certification preferred.

· 5 – 10 years administrative experience.

· 5 – 10 years’ experience working with Executive Management.

· 5 – 10 years’ experience managing contracts.

· Knowledge of legal documents and requirements.

· Knowledge of legal and regulatory requirements for 501c(3) status.

· Knowledge of operational, financial, quality assurance, and human resources procedures.

· Proficiency with standard contract terms.

· Ability to accurately write reports and complete on a timely basis.

· Excellent organizational, time management, and writing skills.

· Ability to communicate effectively with internal and external professionals.

· Ability to process dictation.

· Ability to efficiently maintain, store, organize, and retrieve documents using current Microsoft Office and Teams software suites.

· Type 70 w.p.m.

· Ability to work a flexible work schedule.

Job Type: Full-time

Pay: $80,000.00 – $90,000.00 per year

Benefits:

401(k)
Dental insurance
Employee assistance program
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance

Schedule:

8 hour shift
Day shift
Monday to Friday

Work Location: In person

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Title: Executive Assistant to the CEO

Company: Bottega Angelina

Location: Irvine, CA