Executive Assistant I/II
Job in
Santa Barbara, Santa Barbara County, California, 93190, USA
Listing for:
TCRC
Full Time
position
Listed on 2025-12-20
Job specializations:
-
Administrative/Clerical
Business Administration
-
Management
Business Administration
Salary/Wage Range or Industry Benchmark: 26.9 - 30.13 USD Hourly
USD
26.90
30.13
HOUR
Job Description & How to Apply Below
Position: Executive Assistant I/II #2121
Job Description
Job Title: Executive Assistant I/II – Supporting CFO, DOFA and Executive Office
Job Summary: Under supervision of the Chief Financial Officer (CFO), will perform person centered administrative, project management, and a wide variety of high-level support services primarily to the CFO and the Department of Finance and Administration (DOFA) and also to the Executive Office and Board of Directors. Uses acquired understanding of the organization and regional center system to effectively perform duties.
Demonstrated ability to diplomatically handle highly confidential and technical material. Ability to effectively interact with all levels of employees, board members, and the public. Exercises sound judgment in matters involving major organizational decisions and future plans. Will plan, organize, and carry out own work with minimal direction.
Reports To: Chief Financial Officer
Primary Functions:
Assist CFO daily: receive and return phone calls and handle as appropriate; scan and mail letters and other documents; coordinate and schedule appointments and meetings; maintain CFO’s calendar; receive daily mail, sort and distribute properly; make copies of and/or scan financial statements, handouts and other documents.Assist with coordinating and preparation for all Board meetings and Board committee meetings. Prepare and edit minutes for the Administrative Committee, and provide all CFO handouts for the Board meetings, Administrative Committee and Vendor Advisory Committee meetings.Coordinate the Board Audit Committee, Post-Retirement Health Trust Sub-Committee, to include developing agenda, working with chairperson to approve agenda and minutes, taking minutes during meetings and distributing to members, sending and managing related communications, keeping log of action items and following up with responsible parties, providing handouts, coordinating guest speakers and audio/visual or webinar requirements, and room set up/clean up.Make travel arrangements through R&D Transportation for board members who are people served by the regional center.Assist with coordination and preparation for all Directors’ Staff and Town meetings. Communicate with Directors, Assistant Directors and Managers in local offices for staff meetings and vendors and community members for town meetings.Assist Executive Assistant to the Executive Director with performing a variety of confidential administrative support duties for the Executive Director such as coordinating meetings and travel, and corresponding with staff, DDS, community agencies, persons served and families.Provide information to the public in response to inquiries in accordance with the TCADD Board’s California Public Records Act Policy to CFO and to the Executive Director, as required. Acts as liaison with CFO contacts and Executive Director contacts, as needed. Determines which questions or problems to route to the appropriate staff to assure resolution of issues in a timely manner.Assist the Executive Director and Executive Assistant with various complaints, including responses, delegation to appropriate Director(s)/Assistant Director(s), maintaining log, following up and providing status report to Executive DirectorAssist the CFO and Executive Director with administrative tasks related to legal matters including correspondence and communication with attorneys; reproduction of documents; review, approval and reconciliation of legal invoices; contract administration; coordination with TCRC’s Records Supervisor; notary services; and legal filings.Manage monthly credit card statements for all TCRC credit card holders and collect receipts. Follow up timely to ensure receipts or adequate documentation are Work with OPS Accounting Associate and Facilities and Purchasing Manager to reconcile invoices and receipts for accuracy.Process new contracts, amendments, renewals, extensions and cover letters with CFO direction. Obtain signatures and distribute to contractor with copies to appropriate managers. Interface with contractors on contract status as necessary. Maintain contract database and contract filing Obtain Conflict of Interest statements and…
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