JOB DESCRIPTION
Job Summary
The Executive Administrative Assistant (EAA) reports to the External Affairs Manager and provides comprehensive administrative support to the Chief Executive Officer (CEO). The EAA assists the External Affairs Manager and CEO with daily administrative functions, board/donor communications and meetings, recordkeeping to support organizational governance, and research and writing to advance the agency’s mission-driven strategic plan goals. In particular, the EAA will be responsible for administrative functions that support the agency’s goal of developing housing and programming for pregnant and parenting transition age youth. In addition, the EAA supports the Chief Operating Officer (COO) and other members of the executive team with administrative duties and special projects.
Agency Overview
Every child needs a childhood. Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For nearly 40 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality child development and family wellness programs (including comprehensive early education and Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including mental health services, educational assessments, trauma and disabilities screenings/advocacy, nutrition services, dental and vision screenings, and pediatric health consultations. In 2024, Allies expanded its reach, serving even more children and youth in foster care and those transitioning to adulthood through Extraordinary Families, a program of Allies for Every Child.
DETAILS
Categories / Dept
Administration
REPORTS TO
External Affairs Manager
REPORTING STAFF
none
STATUS
non-exempt
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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, skills and/or abilities required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.
- Act as a board liaison, supporting clear communication between the executive office and Board of Directors
- Organize and manage an active calendar of appointments
- Arrange detailed travel plans, itineraries, and agendas
- Prepare expense reports and other required documentation
- Help manage agency’s news media subscriptions
- Provide administrative and technical support to coordinate in-person, remote, and hybrid meetings
- Take clear and concise meeting minutes
- Maintain document filing systems for the executive office, while ensuring compliance with records retention procedures and other agency policies and legal or contract requirements
- Ensure discretion and confidentiality at all times (this position will have access to highly confidential information)
- Conduct prospect research on individuals, corporations, and foundations to support the CEO with solicitations
- Maintain up-to-date information about prospects and donors in donor database
- Support the preparation and writing of key donor correspondence and grant proposals/reports
- Provide staff support for fundraising and cultivation events
- Prioritize flow of information for External Affairs Manager and CEO’s review; conserve CEO’s time by reading, researching, and routing correspondence, signature requests, and other clerical needs
- Support the COO with administrative duties and special projects
- Assist External Affairs Manager with public policy research and tracking (monitoring and updating database)
- Support External Affairs Manager with strategic communications work (website, social media, etc.)
- In accordance with our “team” philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description
- Believe in and act in accordance with both the Agency’s and the programs’ mission/vision statements, adopted theoretical frameworks, and philosophy
- Bachelor’s degree preferred
- 3+ years of stable administrative experience preferred; at least 2 years’ executive assistant or equivalent experience preferred
- Ability to represent the agency in a positive, professional manner is essential; direct customer service experience a plus
- Demonstrate professionalism, diplomacy and discretion when interacting with colleagues, executives, clients, funders,
- Must be detail-oriented and possess excellent organizational and analytical skills with the ability to multitask, prioritize, complete work accurately, meet deadlines, and follow through
- Excellent verbal/written communication skills and strong interpersonal skills
- Skilled at writing, analyzing, and synthesizing information, and proofreading and editing documents
- Flexible and collaborative; able to work well with minimal supervision and as a member of a team
- Demonstrate proactive approach to problem-solving
- Experience with nonprofit organizations (as an employee or volunteer) a plus
- Bilingual in English and Spanish a plus
- Strong computer skills, including Microsoft Office
- Passionate about learning and possessing curiosity about issues affecting children and families
- All employees, regardless of position, serve as role models for children and families who are served by our agency
- Staff must believe in and act in accordance with both the Agency’s and the program’s mission/vision statements, adopted theoretical frameworks, and philosophy
- Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption
- Successful completion of pre-employment physical, PPD/TB test/risk assessment, proof of immunizations for pertussis (Tdap), measles (MMR) and influenza (can decline)
- Class “C” driver’s license, proof of insurance, a safety record acceptable to CAA, and reliable transportation required
Full Benefits Package offered including:
- Competitive Pay
- 12 Holidays per calendar year
- 2 Personal Days – birthday and anniversary of employment
- 10 Vacation Days per year (increases with tenure)
- 10 Sick Leave Days per year
- 10 Jury Duty Days
- 100% Employer Contribution to: Health – Kaiser or Anthem, Dental, Vision
- 401k Retirement Plan with 50% employer match for the first 4%
- 100% Employer Paid Life and Accidental Insurance
- Employee Assistance Program (EAP) – for team members and dependents
- Additional benefits:
- Pet Insurance
- Supplemental Life Insurance
- Discounts for movie tickets, amusement parks, travel, hotels, sporting events, shows, etc.
- Initial and ongoing training and professional development opportunities
- Opportunities for growth and advancement
- Employee referral incentive – $1,500
- Public Service Loan Forgiveness
- Credit Union Membership
$2,500 SIGN-ON INCENTIVE BONUS
Annual Pay Range: $30 – $32.50/hour (62,400 – 67,600 annualized) (In accordance with California law, the expected salary range for this California position. The actual compensation will be determined based on experience and other factors permitted by law.)
BECOME AN ALLY TODAY!
Allies for Every Child actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status and other unique attributes that make us who we are.
Allies for Every Child has achieved accreditation through the Council on Accreditation (COA). This means our programs, services, administration, and management have been rigorously evaluated and meet best practice standards. Visit www.COAnet.org to learn more about COA Accreditation.
For consideration: Email cover letter and resume to
humanresources@alliesforeverychild.org
We support them so they can support theirs.
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