EBAC builds brighter futures and stronger communities by promoting the health and educational success of children, youth and families through specialized therapeutic, educational and peer support services.
Our staff of 170 and 200 volunteers, serves 21,000 children, youth and families via primarily school based programs throughout Alameda County; and, selected us as a top place to work in the Bay Area.
We are currently seeking qualified candidates for the following dynamic position:
Executive Assistant (60%) / HR Assistant (40%)
A. FUNCTION
The Executive Assistant (EA) provides senior level administrative support to the Executive Director, the Board of Directors and the Senior Team; this support will include the management of complex calendars and schedules; coordination of travel, training and meetings will be necessary. The EA will be responsible for the independent synchronization and production of board meeting packets and other documents as required or assigned. The EA will record and transcribe board meeting minutes and will be responsible for coordinating follow-up deadlines and tasks. The EA will have responsibility for insuring a smooth flow of incoming communications and distributing information as appropriate. The EA duties will include general office tasks such as filing, data entry, the upkeep of data lists and other duties as assigned.
The HR Assistant supports the human resources department processes to include: data entry, file maintenance, orientation materials maintenance, internal/external reporting, office and additional clerical support as needed.
B. QUALIFICATIONS and COMPETENCY FACTORS
1. A.A. required, B.A in business or related field preferred, or equivalent combination of education and experience.
2. Minimum of five years experience at an executive level and two years working with a Board of Directors preferred.
3. Minimum of two years experience working in an HR office preferred.
4. Advanced skills in Microsoft Office Suite, to include: Word, Excel, PowerPoint, Publisher, etc. Knowledge of document format conventions required.
5. Intermediate to advanced skills in HRIS software, ADP payroll or other proprietary database for HR and Finance.
6. Ability to write, read, analyze and interpret financial reports, contracts and legal documents.
7. Excellent verbal and written communication skills and the ability to present information to senior management and Board of Directors.
8. Excellent attention to detail, accuracy and quality.
9. Ability to work successfully in a team environment, as well as independently; while multi-tasking and meeting deadlines.
10. Ability to respond to common inquiries, document requests or complaints from employees or others; while maintaining confidentiality.
11. Ability to drive with valid driver's license, auto insurance and access to use of an automobile as needed.
C. RESPONSIBILITIES
1. Provides senior level administrative support to the Executive Director in scheduling complex meetings, document production/tracking.
2. Prepares materials for Board Meeting Packets and maintains tracking of submissions for events, and other reports as needed.
3. Manage supplies and refreshments for Board Meetings; to include the purchasing, preparation and display.
4. Attend Board Meetings to take minutes and transcribes same for ED approval and Board President's signature.
5. Maintain Board document archives.
6. Ensures that new Board Member packets and orientation documents are executed fully upon election to Board and that annual documents are maintained according to by-laws and governance requirements.
7. Ensures all documents, including calendars, committee and Board rosters, etc. are up to date on the Board Intranet.
8. Provides general office support to Senior Level Executives to include document generation, copying, scheduling of meetings, etc.
9. Provide clerical/administrative support to HR Department.
10. Assist with onboarding and processing of new hires.
11. Maintain new hire orientation packets at stock level needed.
12. Maintain secure and organized personnel files.
13. Maintain secure and organized HR vendor files.
14. Maintain adequate office supply levels for department essentials.
15. Special projects and other duties as assigned.
D. WORKING CONDITIONS and JOB SETTING
1. Agency headquarters is in a multi-story building with stairs that need to be climbed for access for meetings, use of fax/copy machines.
2. Board meetings are held in various work locations with different settings.
3. Child-size chairs may be used for seating in school room settings.
4. Driving and access to a car is required.
5. Periodic lifting up to 25 pounds is required.
EBAC offers a uniquely generous time off package including 14 paid holidays, 4 weeks vacation accrual, plus 16 days additional paid time off based on school district holiday breaks. *Accruals based on FTE%.
Our outstanding benefits package includes health, chiropractic, vision, dental and an agency paid life insurance policy. EBAC also offers two flexible spending programs, personal accident and legal insurance as well as a 403b retirement savings plan with agency contribution.
EBAC is an equal opportunity employer and encourages diverse candidates to apply by sending a cover letter, resume, and salary history to group92@ebac.org, or by fax to 510-268-0143. Please use the job title as the subject. No phone calls please
