Executive Administrative Assistant to the COO at Think Together - Orange
Job Summary
Job Summary
Reporting directly to the Chief of Staff, the Executive Administrative Assistant manages the day-to-day operations of the Chief Operating Officer and serves as a primary point of contact for internal and external stakeholders. The Executive Assistant serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive meetings; and oversees special projects. The Executive Assistant also works independently on projects, from conception to completion, and manages a wide variety of activities and confidential matters with the highest degree of discretion. This is a hybrid position based in our Santa Ana office.
Job Description / Essential Elements:
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QUALIFICATIONS AND REQUIREMENTS:
• Bachelor’s degree or equivalent years of experience
• 7+ years of experience in a similar role (business or non-profit setting) preferred
SKILLS, KNOWLEDGE, EXPERIENCE & PERSONAL TRAITS:
• Highly organized with impeccable accuracy and attention to detail
• Strong sense of urgency and thrives in a fast-paced environment.
• Exceptional time-management and prioritization skills
• Strong interpersonal skills and the ability to communicate well (verbally and in writing) with staff, board members, partners, donors, and other stakeholders.
• Excellent writing and note-taking skills.
• Self-starter and team player who demonstrates initiative and welcomes and acts on feedback.
• Demonstrates good judgement, exercises discretion, and maintains confidentiality.
• Commitment to THINK Together’s vision and mission to partner with schools to change the odds for kids.
COMPUTER SKILLS:
• Proficiency with all Microsoft Office software products (including SharePoint and Teams)
• Expertise with managing Zoom meetings (host, waiting room, sharing slides, recording)
• Strong Excel skills and comfortable working with data, budgets, and reports
• Highly proficient at PowerPoint design
• Salesforce.com experience a plus.
ADDITIONAL INFORMATION:
• This is a hybrid position that requires working in our Santa Ana office 2-3 days per week.
• May be required to work organization’s events and meetings in the evening or on the weekend.
• Approximately 10%; local travel (within California) to offsite meetings and events required.
Some events take place in evenings and on weekends
ESSENTIAL DUTIES AND RESPONSIBILITIES:
• Oversee Executive Office Operations: Efficiently manage the day-to-day operations of the COO’s office, including managing a dynamic and complex meeting schedule, making travel arrangements, maintaining accurate contact lists, and managing online and print media subscriptions; coordinating all materials for COO’S commitments, meetings, and travel requirements.
• Calendar Management: Coordinates and accurately maintains a complex calendar, proactively addresses potential scheduling conflicts, and helps prioritize demands on the COO’s time.
• Meeting Support: Efficiently plan and organize meetings; prepare and distribute agendas, decks, and materials; take and track meeting minutes and action items with excellent attention to detail.
• Administrative Support: Prepare correspondence, reports and materials for signature and distribution; review and approve expense reports, corporate card statements, and time off requests for COO’s direct reports.
• Project Management: Research, gather, and create high quality written documents and presentation materials for special projects, executive meetings, and board committee meetings.
• Event Planning: Plan and organize several types of meetings including board committee meetings, team off-sites, mid-year retreats, social gatherings, and celebrations; handle all logistical arrangements with a focus on urgency and accuracy. May require working some evenings and weekends.
• Oversee Executive Office Operations: Efficiently manage the day-to-day operations of the COO’s office, including managing a dynamic and complex meeting schedule, making travel arrangements, maintaining accurate contact lists, and managing online and print media subscriptions; coordinating all materials for COO’S commitments, meetings, and travel requirements.
• Calendar Management: Coordinates and accurately maintains a complex calendar, proactively addresses potential scheduling conflicts, and helps prioritize demands on the COO’s time.
• Meeting Support: Efficiently plan and organize meetings; prepare and distribute agendas, decks, and materials; take and track meeting minutes and action items with excellent attention to detail.
• Administrative Support: Prepare correspondence, reports and materials for signature and distribution; review and approve expense reports, corporate card statements, and time off requests for COO’s direct reports.
• Project Management: Research, gather, and create high quality written documents and presentation materials for special projects, executive meetings, and board committee meetings.
• Event Planning: Plan and organize several types of meetings including board committee meetings, team off-sites, mid-year retreats, social gatherings, and celebrations; handle all logistical arrangements with a focus on urgency and accuracy. May require working some evenings and weekends.
QUALIFICATIONS AND REQUIREMENTS:
• Bachelor’s degree or equivalent years of experience
• 7+ years of experience in a similar role (business or non-profit setting) preferred
SKILLS, KNOWLEDGE, EXPERIENCE & PERSONAL TRAITS:
• Highly organized with impeccable accuracy and attention to detail
• Strong sense of urgency and thrives in a fast-paced environment.
• Exceptional time-management and prioritization skills
• Strong interpersonal skills and the ability to communicate well (verbally and in writing) with staff, board members, partners, donors, and other stakeholders.
• Excellent writing and note-taking skills.
• Self-starter and team player who demonstrates initiative and welcomes and acts on feedback.
• Demonstrates good judgement, exercises discretion, and maintains confidentiality.
• Commitment to THINK Together’s vision and mission to partner with schools to change the odds for kids.
COMPUTER SKILLS:
• Proficiency with all Microsoft Office software products (including SharePoint and Teams)
• Expertise with managing Zoom meetings (host, waiting room, sharing slides, recording)
• Strong Excel skills and comfortable working with data, budgets, and reports
• Highly proficient at PowerPoint design
• Salesforce.com experience a plus.
ADDITIONAL INFORMATION:
• This is a hybrid position that requires working in our Santa Ana office 2-3 days per week.
• May be required to work organization’s events and meetings in the evening or on the weekend.
• Approximately 10%; local travel (within California) to offsite meetings and events required.
Some events take place in evenings and on weekends
COMPENSATION:
- Salary Range $81,000 - $91,000
This is the targeted compensation for the position. A range of factors, including but not limited to; location, skills, experience, will be considered. Actual compensation may vary.
Think Together is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical conditions, religious creed, physical disability, mental disability, age for individuals age 40 and over, medical condition (as defined by state law (for example, cancer or genetic characteristics or HIV/AIDS), marital status, military and veteran status, sexual orientation, genetic information, citizenship status or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
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