Executive Assistant to CPO/ELT

Salary range: $66,560 to $75,000 DOE/Q

 

OUR STORY

Since 1965, MAAC has been maximizing self-sufficiency with families and individuals through high-quality programs and advocacy in our communities. MAAC employs dedicated staff who provide life-changing services to thousands of individuals annually through programs in five core focus areas: Education, Economic Development, Health & Wellbeing, Housing, and Advocacy & Leadership Development. Through a wide variety of programs, MAAC has grown to become one of the largest nonprofit social service organizations in the community. Learn more about the great things happening with MAAC at http://www.maacproject.org/

 

DEFINITION

This position provides secretarial and administrative support to the Executive Leadership Team with a focus on the Chief People Officer and coordinates work with members of the executive team, under supervision of the Executive Support Manager for the CEO to ensure a smoothly operating office.

Under direction from the Executive Support Manager, the Executive Assistant provides a range of administrative support services to the ELT/CPO and staff to promote efficient delivery of services and, where applicable, management of the front desk/reception area of administrative headquarters in Chula Vista. She/he maintains high standards of professionalism, efficiency, personal communication, discretion, and independent judgment and resolve conflicts. In working with internal and external contacts, including board members, she/he deals with a wide range of highly sensitive issues under tight deadlines/pressures. This position has a strong emphasis on supporting human resources, compliance, and other administrative efforts while providing general support to the broader ELT and the team of Executive Assistants.

Under direction from the Executive Support Manager, the Executive Assistant primary responsibilities in this role are to maintain the CPO’s schedule, coordinate with internal and external stakeholders, provide logistical and travel support, to other staff assigned to the CPO’s and work on operations related special projects and support. 

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended to illustrate the types of tasks the Executive Assistant will perform. They are not exhaustive and may evolve over time.

Provides expert executive support to the CPO and ELT, including managing schedules, preparing materials, and liaising with internal and external stakeholders.

Supports human resources, compliance, learning and staff development initiatives.

Maintains the CPO’s detailed calendar, proactively managing scheduling conflicts, and ensuring smooth coordination for meetings and travel arrangements.

Collaborates with the executive team, board members, and other stakeholders to ensure effective communication and operations across the organization.

Drafts, edits, and prepares correspondence, reports, and other documents, ensuring accuracy, confidentiality, and professionalism.

Organizes meetings, prepares agendas, and provides logistical support for both internal and external meetings.

Tracks the CPO’s projects and priorities, ensuring deadlines are met and tasks are aligned with organizational developments.

Provides special project leadership and supports committees, such as the MAAC Safety Committee and Wellness Committee, as needed.

Assists with the management and coordination of audit and finance committee meetings, including teleconferences and minute-taking.

Manages front desk operations and administrative staff as necessary, ensuring high standards of customer service and office management.

Administers corporate credit cards, balances statements, and ensures compliance with MAAC policies.

Oversees the organization’s liability insurance portfolio, ensuring compliance with reporting and filing requirements.

Assists with fiscal department duties and supports the development of office procedures to improve efficiency.

QUALIFICATIONS AND SKILLS

Knowledge of:

Office administrative and management practices and procedures.

Basic methods and techniques of research and analysis.

The role and responsibilities of a governing board and policies and procedures for the conduct of meetings.

Excellent writing skills, including principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.

Standard word processing, spreadsheet, graphics, and other software packages.

Ability to:

Manage multiple and rapidly changing priorities to meet the needs and expectations of executives, MAAC stakeholders and other public and private groups and officials.

Understand, interpret, explain, and apply MAAC policies and procedures and legal requirements applicable to MAAC operations.

Present proposals and recommendations clearly and logically.

Develop and implement appropriate office procedures and controls.

Exercise sound, independent judgment within policy guidelines.

Operate a computer and word processing software and other standard office equipment.

Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position.

Research, organize and maintain office files.

Compose correspondence, prepare documents, and decide from brief instructions.

Communicate clearly and effectively orally and in writing.

Prepare clear, concise, and comprehensive correspondence, reports, studies, and other written materials.

Exercise tact and diplomacy in dealing with sensitive, complex, and confidential issues and situations.

Establish and maintain highly effective working relationships with MAAC board members, managers, representatives of governmental agencies and funding sources, business and community organizations, public interest groups, staff, the media, the public and others encountered in the course of work.

Plan, attend and participate in evening meetings and/or events that occur in the evening and/or occasionally on weekends.

EDUCATION/EXPERIENCE/CERTIFICATION

Education: AA or BA degrees preferred, but not required

B.A. degree and three years of experience providing executive support to senior leadership, C-level executives, or department heads or;

AA degree and 5 years of experience providing executive support to senior leadership, C-level executives, or department heads or;

Graduation from high school or G.E.D and 7 years of experience providing executive support to senior leadership, C-level executives, or department heads or a combination of equivalent education and training.

Preferred: Bilingual English and Spanish.

Experience in human resources, compliance, learning and staff development & training is highly valued.

Preferred: Experience with executive-level or C-level administrative support in a nonprofit or corporate setting.

OTHER REQUIREMENTS

Ability to participate in evening or weekend meetings or events as required.

Notary Public certification or willingness to obtain within six months of hire.

 

VALUE-BASED BEHAVIORS

Listens attentively to others. Asks clarifying questions to gain a better understanding of the other person’s views and underlying assumptions Works effectively in a team environment and actively participates in joint problem solving; willingly cooperates with co-workers Identifies and takes advantage of opportunities for personal and professional development Attends work consistently and punctually. Arrives to meetings prepared and on time; honors work commitments; follows through on what was agreed upon; meets deadlines Honors the private and confidential matters of co-workers. Protects the proprietary information of MAAC systems Follows rules, regulations, and policies; positively contributes to implementing changes Deals with issues directly, in a respectful and timely manner. Focuses on resolving the issue while not criticizing the person. Follows rules, regulations, and policies; positively contributes to implementing changes

HEALTH STATUS

Must have a physical examination, TB clearance and a drug screen by a doctor/clinic designated by MAAC as well as immunization records for influenza, pertussis and measles as required by state and federal regulations prior to the first day of employment.

PHYSICAL AND MENTAL DEMANDS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

While performing the duties of this class, an employee is regularly required to stand, walk and sit, talk or hear both in person and by telephone, uses hands to finger, handle or feel objects or controls, reach with hands and arms. An employee also is regularly required to stoop, kneel, bend, crouch or crawl, climb or balance and lift up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception, color vision and the ability to adjust focus.

Mental Demands

While performing the duties of this class, the employee is regularly required to use written and oral communication skills; read and interpret information; analyze and solve problems; observe and interpret people and situations; use basic math; learn and apply new information or skills; work under intensive deadlines and interact with MAAC management, administrators, staff, teachers, parents, family members, children and others encountered in the course of work.

BACKGROUND CLEARANCE

All positions are subject to a background/education check, DMV check, NSOR, exclusion and debarment checks prior to hire and periodically throughout employment as required by various funding sources.

Note: California Start law requires background criminal checks on anyone who works in a licensed childcare facility who is not a client. Must have or obtain a current criminal background check clearance, signed criminal record statement, and signed Acknowledgement to Report Child Abuse form prior to the first day of employment.

TRANSPORTATION

Must have and maintain a valid California Driver’s License, daily use of a personal, insured vehicle, and have and maintain a motor vehicle driving record acceptable to MAAC’s insurance carrier. Incumbents will be enrolled in the California DMV Pull Program.

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