Executive Assistant

$120,000 - $120,000/Yr

Scion Staffing - Oakland, CA

Full-time - Mid Level

Oakland, CA

Administrative and Support Services

About the position

Scion Nonprofit has been engaged to conduct an immediate search for an experienced Executive Assistant for our client, a leading national labor organization for registered nurses, based in Oakland, CA. In this role, the Executive Assistant oversees the daily operations of the executive office, providing vital administrative support while also contributing to special projects as needed. This is a full-time, direct-hire role, onsite role. The Executive Assistant will play a crucial role in ensuring the smooth functioning of the executive office, acting as a key liaison between the executive leadership team and various stakeholders, including internal staff and external partners. The position requires a proactive individual who can manage multiple tasks efficiently while maintaining a high level of professionalism and confidentiality. The Executive Assistant will be responsible for providing comprehensive support relating to the board and executive council, which includes coordinating travel arrangements and accommodations, managing calendars, scheduling meetings, orientations, and handling correspondence. This role also involves maintaining and managing the schedules of the board of directors and executive council, ensuring that all appointments and meetings are organized effectively. The Executive Assistant will serve as the primary point of contact, screening and directing phone calls, emails, and other communications to the appropriate departments, thereby facilitating effective communication within the organization. In addition to these responsibilities, the Executive Assistant will prepare and edit correspondence, reports, presentations, and materials as needed. They will assist in preparing materials, agendas, and minutes for board meetings and committee meetings, ensuring that all necessary documentation is accurate and timely. The role also includes acting as a point of contact between the executive leadership team and internal staff, external stakeholders, and the public by managing inquiries and correspondence. Furthermore, the Executive Assistant will help ensure adherence to organizational policies and procedures by monitoring and facilitating compliance in collaboration with the executive team. This position also requires providing research, analysis, and support on special projects and initiatives, including drafting reports, preparing presentations, and coordinating activities to support strategic objectives.

Responsibilities

• Provide comprehensive support relating to the board and executive council including coordinating travel arrangements and accommodations, managing calendars, scheduling meetings, orientations, and handling correspondence.
• Maintain and manage the board of directors and executive council schedules, including scheduling meetings and appointments.
• Serve as primary point of contact, screening and directing phone calls, emails, and other communications to appropriate departments.
• Prepare and edit correspondence, reports, presentations, and materials as needed.
• Assist in preparing materials, agendas, and minutes for board meetings and committee meetings.
• Act as a point of contact between the executive leadership team and internal staff, external stakeholders, and the public by managing inquiries and correspondence.
• Help ensure adherence to organizational policies and procedures by monitoring and facilitating compliance in collaboration with the executive team.
• Provide research, analysis, and support on special projects and initiatives, including drafting reports, preparing presentations, and coordinating activities to support strategic objectives.

Requirements

• A minimum of 5 years of experience as a senior executive assistant within a nonprofit or union setting.
• Proficient in office management tasks such as scheduling, calendar management, and handling correspondence.
• Ability to prioritize tasks effectively, manage multiple projects simultaneously, and maintain attention to detail.
• Strong verbal and written communication skills to interact professionally with executives, colleagues, and external contacts.
• Expert proficiency with MS Office Suite.
• Ability to handle sensitive information with complete confidentiality and maintain discretion in all interactions and communications.

Benefits

• Compensation range is $110-120K, depending on experience.
• Opportunity to be part of an established community Nonprofit leader with a successful history of over 100 years!
• Great work culture with an experienced and passionate team!