Executive Administrative Assistant

Supervisor:
Director of Human Resources and Administration

Department:
Administration

Status:
Full-Time;
Non-Exempt

Hourly Rate: $24.04-$28.85/hour DOE

Location:

Corporate Office, Ventura

Cabrillo Economic Development Corporation (CEDC) is a community development corporation serving Ventura and Santa Barbara Counties. Our mission is to develop and manage service-enriched, inclusive residential communities, ensuring access to affordable, secure, quality housing that creates the foundation for our residents to grow and thrive.

The Executive Administrative Assistant will provide high-level administrative support to the CEO as well as other executive team members and the board of directors. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Administrative Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects.

This position requires a results-oriented individual whose passion for CEDC’s mission is matched with excellent communication and time management skills; proven ability to meet deadlines.

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete list of all responsibilities, duties, and or skills required.

Executive Support:

• Serves as administrative support to executive management staff, including in complex and/or confidential matters, directly reporting to the Director of HR and Administration. Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects. Assists the CEO with a broad variety of daily administrative duties and tasks.
• Provides confidential administrative and project support for the Executive Officer, and Board of Directors; acts as a liaison between the Executive team, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence for the Executive Officer and Board of Directors; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
• Organizes and carries out administrative assignments; research, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
• Makes all travel arrangements, including transportation, and lodging, conference/training registrations for Executive staff and Board members and prepares and submits travel reimbursements requests as needed.
• Provide support to front desk to include screenings calls, visitors, and incoming mail and emails; assists and directs walk-ins, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
• Supports the Executive Officer in his/her external commitments related to boards, committees and other groups.
• Coordinate quarterly staff meetings, management team meetings and other ad hoc meetings, as required. Manages conference room calendars
• Assists in event planning, including staff events.
• Oversees corporate office building tenant relationships, including work order needs and coordination of maintenance schedules.
• Performs other duties as assigned

Board Support:

• Serve as Point of Contact to the Board of Directors, taking minutes during Board Meetings, and streamlining communications.
• Provides support to the Board of Directors by…