Executive Associate - Women's Foundation California

The Executive Associate provides exceptional strategic, organizational and administrative support to the Chief Strategist of Programs. The Executive Associate manages the schedule and projects of the Chief Strategist of Programs. The Executive Associate upholds a strict level of organization, communication, confidentiality and professionalism. This position requires a skillset of a master organizer, scheduler, trusted advisor and protector of time and resources for the Chief Strategist of Programs. The Executive Associate will support the facilitation of communications and workflow with external stakeholders and internal staff, and tactfully handle all communications in a way that helps staff and stakeholders achieve the goals for the Foundation.

Essential Duties

Specific responsibilities include (and not limited to):

  • Manage an active calendar of appointments for the Chief Strategist of Programs, using discretionary judgment in support of established priorities, goals and timelines.
  • Schedule complex and detailed travel plans, itineraries and agendas and compiling documents for meetings of the Chief Strategist of Programs
  • Provide meeting and event support: proactively prepare agendas and meeting materials, record meeting notes and coordinate meeting and event logistics.
  • Respond to written and telephone inquiries and invitations, using discretionary judgment to forward selected calls and correspondence to the Chief Strategist of Programs.
  • Draft correspondence, reports, letters of solicitation, proposals, presentations on behalf of theChief Strategist of Programs.
  • Complete expense reports and credit card reports for the Chief Strategist of Programs.
  • Manage projects assigned by and in support of the Chief Strategist of Programs.
  • Maintain records, contact lists and other information and files (electronic and paper) related to the work of the Chief Strategist of Programs.
  • Manage logistics for Program Team meetings, including agendas, scheduling, and taking and distributing notes
  • Complete special projects as assigned.

Qualifications

 Desired Experience and Competencies

  • Two to four years of experience providing executive level support experience preferred.
  • Commitment to maintain the highest level of integrity for the Foundation.
  • Ability to produce excellent quality materials needing minimal editing.
  • Proven project management skills and attention to detail.
  • Ability to prioritize tasks to meet multiple, simultaneous deadlines and motivate others to do so, using diplomacy, motivation approaches, clear communication and effective systems and processes to ensure that all team members follow through on assignments and tasks on time.
  • Outstanding listening, oral and written communication and meeting facilitation skills with a demonstrated ability to relate to and communicate with diverse communities.
  •  Familiarity with issues and challenges facing cisgender and trans women and girls, gender nonconforming people and trans men.
  • Mastery of digital communications, including MS Office Suite, G-Suite, Slack, (especially Outlook, Word and Excel), and web navigation and search.

Qualities

  • Must possess a strong commitment to the mission, policies, goals and philosophy of the Women’s Foundation of California.
  • Strong analytical skills and problem-solving ability.
  • Must be able to multi-task with high degree of project and time-management capacity to achieve high performance goals and meet deadlines in a fast-paced environment with multiple interruptions.
  • Demonstrated ability to exercise good judgment and maintain confidentiality at all times.
  • Demonstrated ability to work independently as well as within a team.
  • Strong interpersonal skills and ability to create positive, long-term working relationships by demonstrating a commitment to teamwork and customer service, tact, dependability, diplomacy and flexibility.
  • Willingness and ability to travel to meetings and other Foundation events.
  • Positive approach, can-do attitude and sense of humor.

Physical Demands and Work Environment

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

While performing the duties of this job, the employee is frequently required to remain at their desk for long periods while operating a computer to create documents, conducting Internet research and data entry, sending and receiving e-mail and participating in meetings in-person and virtually; communicate on a telephone and in person; read and write; apply logic and focus attention in the presence of distractions.

Additional Workplace Expectations

  • WFC employees currently work remotely with a four-day schedule.
  • All WFC employees must be fully vaccinated for COVID-19 as a condition of employment by the start date of employment for new hires, unless they have been approved for an exemption from the vaccination requirement as a reasonable accommodation for a medical condition or restriction or sincerely held religious beliefs.

OUR VALUES AND COMMITMENT TO DIVERSITY AND INCLUSION

We value a diverse and inclusive workplace and strongly encourage people of color, LGBTQIA+ individuals, transgender people, gender non-conforming individuals, and formerly incarcerated people to apply. Our staff and board align around the following organizational values:

  • Community
  • Wellness
  • Justice
  • Collaboration
  • Learning
  • Trust
  • Transformation
  • Joy
  • Abundance

As an equal opportunity employer, we recruit and hire with the understanding of systemic oppression and of the lived reality of people with marginalized identities. We also recruit and hire without regard to race, national origin, religion, gender, gender identity, sexual orientation, prior conviction, arrest history, disability, marital status, veteran status or age.

Compensation, Work Hours and Benefits

  • This is a part-time (24 hours per week on average) non-exempt position with a compensation range $44- $48 per hour. Salary offer will be dependent on experience.
  • WFC operates on a 4-day (32-hours) work week – Monday through Thursday.
  • We provide 20 days paid vacation to start which increases over time (25 days after 2 years); 12 paid sick days, 14 paid holidays, and an additional two weeks holiday at the end of the year, in addition to a flexible, family-friendly schedule.
  • We provide generous benefits including paid parental leave, medical, dental, vision, long-term disability, flexible spending account, a generous 6% 401(k) retirement plan match, transportation benefits, wellness stipend, and AD&D insurance with the Foundation covering 100% of the costs of the insurance package for employee and minor dependents  and a portion of the cost for adult dependents.
  • WFC sponsors a Matching Gift Program contributing $2 for every $1 charitable gift made by employees, up to $1,000 per year for WFC and $500 for employees.

Applications & Deadline

To apply, please visit our website to upload a cover letter highlighting your interest in the position and what makes you a strong candidate and your resume. Applications will be reviewed on a rolling basis and the position will remain open until filled. However, we prefer to receive applications by September 9th. All documents need to be Microsoft Word or PDF files (PDF files are preferred).

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