Job Title: Executive Assistant
FLSA Status: Exempt
Status: Full-time benefited position.
Salary: $70,000/year
Effective Date: December 1st, 2024
Summary
This role is pivotal to ensuring the seamless operation of the Ability Now Bay Area organization, providing comprehensive support to our executive leadership team. The ideal candidate will have a deep understanding of the nonprofit landscape and demonstrates a commitment to our mission.
As Executive Assistant, you will manage a diverse range of tasks, from scheduling high-level meetings and handling communications to assisting in the preparation of reports and maintaining efficient office operations. The successful candidate will possess exceptional organizational skills, a keen attention to detail, and the ability to work under pressure in a fast-paced environment. In this role, you will act as a liaison between the executive team and various stakeholders, helping to keep projects on track and aligning support for strategic initiatives. Your contributions will directly support our organization’s vision and goals, making this a fulfilling position for someone passionate about advancing the mission of nonprofits. If you are a dedicated professional with a strong background in administration and a desire to drive meaningful change, we invite you to apply.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Schedule executive, group, and stakeholder meetings including board meetings
- Prepare and edit correspondence, communications, presentations, and other documents
- Prepare documents for the board of directors, manage board files, attend board meetings
- Assist in the preparation and monitoring of budgets for projects
- Conduct research and compile data for special projects as needed
- Serve as a point of contact between management and internal/external stakeholders
- Organize and maintain files, documents, and office systems
- Provide logistical support for organization events and meetings, including minutes and follow-up activities
- Coordinate onboarding and offboarding of employees
- Assist with recruiting including posting job openings and reviewing resumes
- Oversee administration of employee benefits portal for new and exiting employees and mid benefit year changes
- Assist in maintenance of employee files and records, ensuring compliance with agency policies and legal requirements
Changes can occur in essential tasks due to changes in programs, such as those mandated by law, or as a condition to further funding by a grant sponsor or changes in state or federal law. Any change in essential tasks to be performed will be by written notice and will be an essential task or requirement only after such notice has been given.
Additional Job Requirements
- Transportation support- assist participants in getting to and on busses as necessary
- Support other departments as necessary
- Assist with walking or pushing participants to classes as necessary
- Comply with all Ability Now Bay Area policies and procedures as outlined in the Employee Handbook
- Perform other duties as assigned
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Proven experience as an executive assistant or in other administrative roles, particularly in nonprofit organizations
- Exceptional organizational and multitasking skills with a strong ability to prioritize tasks
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM software
- Excellent written and verbal communication skills
- Strong problem-solving abilities and attention to detail
- Ability to maintain confidentiality and handle sensitive information with discretion
Education and/or Experience
- Bachelor’s degree in Business Administration, Nonprofit Management, or related field
OR - At least 6 years relevant work experience
Mathematical Skills and Technology
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts, such as interest, discounts, and percentages. Experience with Microsoft Word Excel and Zoom. Experience with or the desire to learn how to use additional data tracking software.
Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to adapt to varied and changing circumstances.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or listen. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand, walk; climb or balance; and stoop, kneel, or crouch. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- The noise level in the work environment is moderate to loud
- May be exposed to outdoor elements of wind, moderate cold, and rain while assisting participants with transportation.
Addendum
It is required that every employee be aware of, and responsible for, the safety of program participants, staff, volunteers and others under his/her supervision or in their work environment. Employees are required to immediately clear or report any safety hazards or unsafe conditions in their work environment.
If you are looking to make a significant impact for adults with intellectual and developmental disabilities (IDD) in a dynamic learning environment, we encourage you to apply for this transformative role.
Additional Requirements for Employment
- Submit to a current physical examination and tuberculosis screening.
- Maintain a current CPR certification.
- Current fingerprint clearance (prints must be sent to the Department of Justice within four days of hire).
- Covid-19 vaccination required
- Sign a Form I-9 and provide required documentation.
- Sign Ability Now Bay Area Policy Statement. Each employee will also receive a copy of the Ability Now Bay Area Employee Handbook. It is understood and agreed that the employee will read and observe the terms and conditions set forth in the handbook.As an Ability Now Bay Area employee, you may terminate employment at any time and for any reason whatsoever (we request that, in the event of resignation, you give the Center at least two weeks’ notice). Similarly, Ability Now Bay Area may terminate your employment at any time and for any reason whatsoever, with or without cause. This at-will relationship can only be changed in writing signed by you and an authorized representative of Ability Now Bay Area.
To inquire about this position, please contact:
stefanee@abilitynowba.org
Nonprofit Overview
Formerly known as the Cerebral Palsy Center for the Bay Area, Ability Now Bay Area (ANBA) offers adults with developmental and physical disabilities the most comprehensive and cutting-edge services available. Our unique programs include education, communication, computer literacy, vocational training, wellness, and community integration. We promote self-advocacy, independent living skills, and leisure skills, which enhance our participants’ ability to live more independent and fulfilled lives.
ABILITY NOW BAY AREA IS AN EQUAL-OPPORTUNITY EMPLOYER.
Qualified applicants with disabilities are encouraged to apply.
Reasonable accommodations may be made to enable individuals with disabilities.
It is the policy of ANBA not to discriminate against any applicant for employment, or any employee because of age, color, sex, disability, national origin, race, religion, or veteran status.