Summary
Founded in 1971, Save Mount Diablo (SMD), a 501(c)(3) tax exempt, California non-profit corporation, is a nationally accredited land trust. SMD acquires and preserves land on and around Mount Diablo, including the mountain’s sustaining Diablo Range. Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as a liaison on behalf of the Executive Director to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative, flexible and thrive in a fast-paced, dynamic environment and enjoy working within an environment that is mission-driven, results-driven and community oriented. The position requires the ability to exercise good judgement in a variety of situations, as well as exceptional organizational, administrative, planning and communication skills. The Executive Assistant will have the ability to work independently and will also have the ability to foster teamwork and a collaborative environment.
Save Mount Diablo
201 North Civic Drive, Suite 190, Walnut Creek, CA 94596
Job Description: Executive Assistant
This is a full-time, exempt position that reports to the Executive Director. Please follow application instructions provided at the end of this description.
Essential duties and responsibilities include the following. Other duties may be assigned.
Support Executive Director in the daily activities of the Executive office completing a broad variety of administrative tasks including some of the following examples: managing an active calendar of appointments for the Executive Director; completing expense reports; time tracking; composing, preparing, proofreading, editing and formatting correspondence that is sometimes confidential; arranging travel plans and meetings.
Maintain confidentiality and use sensitivity, maturity and discretion in all aspects of the position.
Utilize polished professionalism and strong written, verbal and interpersonal communication skills while serving as a liaison on behalf of the Executive Director with Board members, donors, Foundation staff, and others.
Act within the appropriate scope of authority, manage special projects, coordinate planning and strategic conversations in service to organizational goals and annual plans.
Coordinate and attend Board and certain Committee meetings, some of which happen early in the morning or after hours (including assembling and distributing meeting packages, recording meeting minutes, etc.).
Participate as an adjunct member of the Management team including assisting in scheduling meetings and attending meetings.
Work closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities - act as a “barometer,” having a sense for the issues taking place in the environment and proactively elevate issues that require the immediate attention of the Executive Director and Management team.
Assist the Executive Director with a variety of collaborative and individual projects necessary to meet the overall organization goals and objectives and follow-through on projects to successful completion, often with deadline pressures.
Demonstrate organizational and planning skills while paying close attention to details.
Ability to use analytical thinking, able to manage multiple tasks efficiently, prioritize conflicting needs, handle matters expeditiously and proactively.
Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects or events for the Executive Director, some of which may have organizational impact.
Occasionally attend SMD after hour and weekend special events and programs to provide administrative staff support.
Serve as a part of the organization’s community relations team.
Other tasks as requested by the Executive Director.
Supervisory Responsibilities
Not applicable. Occasionally may oversee volunteers in office and at events.
Qualifications
The ideal candidate will have the following experience and qualifications though we recognize that not every applicant will meet every criterion. If you think you have what it takes to succeed in this role, we want to hear from you!
High school diploma required, but an associate’s or bachelor’s degree is preferred.
5 or more years experience in Executive / Senior Administrative support, preferably in a non-profit organization.
Computer proficiency: Microsoft Office (Outlook, Word, Excel and Power Point).
Knowledge of Raiser’s Edge (or other database), Zoom, Survey Monkey, and Eventbrite are desirable but not required.
Proficient writing and proof reading skills.
Ability to be accurate and detailed in accomplishing a variety of daily tasks.
Pleasant telephone and reception skills.
Ability to maintain confidentiality.
Outgoing personality and sense of humor.
Passion for nature and conservation efforts.
Ability to work as part of a team in a small office.
Ability to work independently.
Essential Requirements
Daily access to a motor vehicle.
Possess a valid California driver’s license, current auto insurance, and a clean driving record.
Clean background check.
Physical Demands
The employee is frequently required to sit. The employee is occasionally required to stand and must occasionally lift and/or move up to 25 pounds. Employee must be able to travel to external meetings and provide occasional physical setup and breakdown of meetings/events. Employee must also be able to hike, occasionally in steep and/or rugged terrain and in inclement weather.
Compensation: Starting salary range from $66,560 to $70,000 based on experience.
Benefits Include Health, dental, vision, 403(b) retirement plan
To apply please send your:
Cover letter
Resume
List of References
to [email protected] Please put “Executive Assistant” and your name in the subject line.