Executive Assistant to the President and CEO (CWF

Executive Assistant to the President and CEO (CWF)

Posted on October 26, 2020

The California Wellness Foundation is seeking a talented executive assistant to support its President and CEO, Judy Belk, as she enters her seventh year leading the foundation, one of the state’s largest philanthropic institutions focused on health, wellness and equity. The Executive Assistant serves as a key administrative partner to the CEO, managing communications and triage for a large number of external relationships with grantee partners, philanthropic leaders, government officials, and others, while independently handling a myriad of administrative and support functions.

The position also provides administrative support to the Executive Management Committee (EMC) and the Board and is a member of a small, highly collaborative executive office team that includes the CEO, Board Liaison and Executive Vice President.

This is a great opportunity for an accomplished executive assistant, or a talented professional interested in working alongside and learning from a leader in the philanthropic community. The selected candidate will be equally proficient in and enthusiastic about both the support functions of the job and the opportunity to contribute to the foundation’s social justice mission. They must be interested in working both independently and collaboratively within the executive office team and across departments.

The position requires exceptional writing, research, interpersonal, project management, and technology skills.

Executive Support

• Supports the CEO in providing an exemplary level of customer service in responding to the ongoing needs of the Board, EMC, staff and community stakeholders.
• Represents the CEO and Cal Wellness and is often the first point of contact for those reaching out to the executive office.
• Serves as the primary contact for the CEO in responding to and managing a myriad of external inquiries from key Foundation stakeholders.
• Collaborates with the Public Affairs Department in vetting and managing CEO speaking requests and commitments.
• Maintains positive relationships with grantees, staff, Board and various constituencies.
• Manages confidential information on behalf of the CEO.
• Assists the CEO with her discretionary grantmaking activities and supports her with activities related to external boards of which she is a member.

Board Support

The 13-member Board meets quarterly, typically 2-3 days at a time, in addition to regular Committee meetings.

• Collaborates and serves as a back-up for the Board Liaison sharing information and workload including Board communications, management of the Board Book (Diligent), and maintenance of Board schedules and agendas.
• Acts as a resource to the Board regarding upcoming meetings, schedules, agendas, board discretionary grants, expenses and other items that might be of interest to the Board.

EMC Support

The Executive Management Committee (EMC) includes the CEO and 5 other senior members of staff. The EMC meets weekly and oversees a variety of organization-wide initiatives.

• Supports the EMC by developing agenda and coordinating logistic for meetings and retreats.
• Ensures the timely preparation and distribution of materials (e.g. requests, agendas, schedules, notices).
• Tracks ongoing EMC projects and deliverables, in collaboration with the EVP.

Administrative Support

• Coordinates the administrative activities for the CEO, including screening incoming calls; e-mail messages, reviewing and screening incoming and outgoing correspondence.
• Manages and coordinates complex calendar for the CEO, including triaging requests and logistics for meetings and retreats; researching background profiles; and scheduling travel, hotel, restaurant, and rental car accommodations, as directed.
• Prepares correspondence on behalf of the CEO. Takes notes and summarizes key points addressed at conferences, events and meetings.
• Anticipates upcoming needs of the CEO, proactively plans for those needs and communicates with stakeholders.
• Prepares expense reports and invoices for CEO.
• Collaborates regularly with four other Executive Assistants at the foundation.
• Analyzes and tracks information utilizing enterprise-wide databases and spreadsheets. Generates reports and documents as needed.
• Maintains digital and physical, files records and publications, and ensures the physical office space is neat and organized.
• Proactively manages the task list and assigned activities, verifying status, and providing assistance and reminders where appropriate.

Other Functions

• Participates in professional development activities to enhance skills and knowledge relevant to the role.
• Incorporates best practices, innovation and learning into daily operations.
• Special projects and other duties as assigned.

• Experience supporting the needs of a high-level, fast-paced executive. Experience in an executive office or the nonprofit sector is a plus.
• Excellent verbal and written…