Executive Assistant II

Pacific Clinics has an immediate opportunity for an experienced Executive Assistant to support our Fund Development team. This dynamic team is responsible for identifying, cultivating, and securing diverse funding sources that enable our organization to expand its capabilities and sustain the delivery of essential services to our clients and communities. The successful candidate will play a critical role in supporting strategic fundraising initiatives that directly impact our mission and community reach.

Job Summary

Works within the vision, mission and philosophy of the agency. Exercises independent decision making in assignments, coordination of activities with external contacts, Board members and agency staff.  In the executive’s absence, may act for the executive in providing direction or guidance to resolve immediate issues.  Receives and distribute incoming documents, telephone inquiries, and other communication to the executive or other senior executives as appropriate.

Compensation We Offer

• The initial compensation for this position ranges from $33.63-$41.37 per hour (BayArea), $29.29- $36.03 per hour (LA and other locations)
• Salary is dependent on commensurate experience above the minimum qualifications for the role and internal equity considerations. 
• The salary may also vary if you reside in a different location than the location posted.    

Benefits We Offer

• Benefits eligibility starts on day ONE!
• We Offer Comprehensive Medical, Dental & Vision benefits, Voluntary Life Insurance, Flex Spending, Health Savings Account, EAP, and more!
• Employer Paid Long-Term Disability & Basic Life Insurance
• 401K Employer Match up to 4%
• Competitive Time Off Plans (may vary by employment status)
• Employee engagement and advocacy opportunities to advance our justice, equity, diversity, and inclusion agenda across our Agency and throughout the communities we serve. 

Responsibilities And Duties

• Applies the highest level of confidentiality and recognize the level of confidentiality necessary for various types of information.
• Applies knowledge of agency practices and organizational requirements.
• Participates in or leads activities at an agency level to help agency meet requirements or regulatory standards.  
• Receives and reviews significant communications to the agency; conducts research and analysis to support executive decision-making with relevant background information.
• Edits agency documents for grammar, spelling and formatting.  May recommend or alert executive to the need for revisions to documents based upon extensive knowledge of agency and outside organization contact and experience.
• As a representative of the agency, maintains appropriate professional and courteous manner in communicating with members of outside agencies, vendors, youth and families.  
• Coordinates and manages special events.
• Independently creates forms, reports manuals, filing systems and the like in order to facilitate completion of agency business.
• Acts as an informed source of company policies and procedures by answering questions or routing to appropriate employees for answers.
• Handles administrative functions including budgets, ordering of office supplies and equipment, and performing or arranges for routine maintenance of basic office equipment.
• Keeps track of all expenses and assist in conducting reconciliation and preparing reports on activities costs.
• Works well with colleagues at all levels of the organization.
• Observes and participates in committees and continuous quality improvement activities as needed
• Other related responsibilities, as assigned, to support specific department/business needs.

Job Specific Competencies

• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Professional demeanor and ability to interact with executives and stakeholders at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business tools.
• Ability to manage sensitive information with discretion and confidentiality.
• Proactive and resourceful problem-solving skills.
• Time management and adaptability in fast-paced, dynamic environments.
• Strong interpersonal skills and customer service orientation.
• Event coordination and travel planning experience.
• Ability to prioritize and handle multiple assignments independently.

Core Abilities

• Exhibit a broad knowledge and understanding of customer satisfaction, customer service, and communication techniques.
• Maintain initiative, reliability, and forecast/resolve problems in a timely manner.
• Perform research, gather information, and develop resources to fulfill the demands of the position.
• Read, understand, and interpret various communications and recognize implications to the agency.
• Read and understand financial statements and budgets.
• Conceptualize, develop, and communicate agency identity.
• Differentiate and balance needs through priorities and importance.
• Establish leadership and mentoring examples to administrative assistants.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

• Associates Degree (AA/AS) and (6) six or more years of experience required, or combination of equivalent education and experience to include:
• Four (4) years of progressively responsible executive administrative experience or five (5) years of senior level Administrative Assistant experience.
• Computer skills: intermediate to advanced skill with Microsoft Office (Word, Excel, PowerPoint, and Outlook (and other software applications such as database management or organizational and flowchart software).
• Requires strong organizational and communication skills, attention to detail, and the ability to prioritize and multitask effectively.
• Experience with Shorthand and/or efficient note taking.
• Self-starter and proactive.

Preferred Qualifications

• Knowledge of fundraising process and procedures with experience using Blackbaud Raiser’s Edge or other comprehensive donor management/CRM software.
• Previous experience working in philanthropy, human services or related non-profit setting.
• Typing speed at seventy (70) words per minute (wpm).
• Experience with alpha/numeric key coding.

Physical Requirements

While performing the duties of this job the employee is frequently required to stand or sit. The employee is required to use hands to produce records and/or documentation in manual or electronic format. The employee must possess ability to ensure significant communication with the Clinics’ community members. The employee must regularly lift and/or move up to 5 pounds and occasionally move or lift up to 10 pounds. The physical demands 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 essential functions.

May be called upon to drive on agency business. Needs acceptable MVR and appropriate insurance coverage.