Executive Assistant (full-time, remote, California residents only)

November 8, 2024

Industry: Private

Employment Type:- Full Time

Work Hours:- 8 Hours

Locations:- USA

Full Job Description:-

Summary

The Executive Assistant assists the Director of Operations in the day-to-day operations of The Research and Planning Group for California Community Colleges (The RP Group). The role provides administrative support to the Director of Operations and Executive Director, other staff, and the Board.

Essential Duties and Responsibilities

Executive Director Support

Manage Executive Director’s calendar
Schedule various meetings for Executive Director
Assist Executive Director with travel arrangements upon request
Prepare and submit Executive Director’s monthly expense reports

Organizational Support

Keep track of calendars/events to ensure timely dissemination of information and agendas/materials
Schedule, coordinate, arrange logistics for, and attend in-person and virtual online staff, Board, and committee meetings
Draft agendas, prepare materials, and take minutes for various staff meetings
Prepare reports to be shared with other organizations
Assist with onboarding of new employees
Mail birthday cards with gift cards to staff, and other cards/gifts as needed (e.g., sympathy gifts, departure gifts)
Maintain the G Suite and other administrative applications/software
Manage the organization’s technology inventory
Monitor and coordinate responses to all general
RP Group emails (info@rpgroup.org) and voicemails
Prepare and submit organization’s monthly expense reports

Other Jobs You May Be Interested In

Board Support

Draft agendas, prepare materials, and take minutes for various Board and committee meetings
Assist with onboarding of new Board members and strategic advisors
Ensure the Board webpage is maintained and provides up-to-date information of all Board members and strategic advisors
Maintain logistics, rosters, and other housekeeping duties related to the Board as needed
In partnership with the Director of Operations and Executive Director, provide support to various Board committees
Prepare monthly updates and Board meeting summaries for the regional representatives to share with the IRPE field
Prepare and send various communications to the Board (e.g., monthly RP Group updates and Board meeting summaries)
Monitor and collect reports from RP Group representatives attending statewide committee meetings
Track Board Development KPIs as applicable
Process Board expense reports
Send electronic birthday cards to Board, and other cards/gifts as needed (e.g., sympathy gifts, departure gifts)

Finance Support

Assist Staff Accountant with:
- Preparing and uploading monthly invoice documents/support in Bill.com, and processing invoices in Bill.com
- Collecting on outstanding invoices (i.e., AR collection calls)
- Preparing monthly budget reports

Additional responsibilities as jointly defined with the Director of Operations and/or Executive Director

Minimum / Essential Required Qualifications

Associate degree
Minimum 3 years of directly related work experience in a similar role, preferably supporting C-level executives
Excellent attention to detail
Strong written and verbal communication skills
Proficiency with both the Microsoft Office and Google suites
Proficiency with Adobe Acrobat
Technologically savvy
Resourcefulness
Ability to think critically
Highly effective organizational habits and follow through
Ability to problem solve and deal diplomatically with challenging issues, situations, and people
Ability to successfully handle competing, high-priority tasks quickly and successfully with effective results in a fast-paced environment
Familiarity with basic finance operations (e.g., expense report preparation, understanding of financial terms, tracking financial metrics)
Must live in the state of California
Ability to travel within California as needed, with some variation from month to month

Preferred Qualifications

Bachelor’s degree
Extensive financial experience (e.g., accounting, budgeting, planning, forecasting, cost analysis/management, interpreting financial statements)
Experience in a nonprofit environment
Experience using AI software
Working knowledge of California higher education or the community colleges system