Executive Assistant

We are offering a short term contract employment opportunity for an Executive Assistant in San Rafael, California. Working within our team, you will be responsible for a variety of tasks ranging from managing calendars to coordinating meetings and preparing reports.

Responsibilities:

• Manage and organize the Executive Director's calendar to ensure proper scheduling of meetings and events.
• Prepare and submit monthly expense reports on behalf of the Executive Director.
• Coordinate and schedule meetings, both in-person and virtual, for various staff, board, and committee members.
• Maintain accurate records of meetings through drafting agendas, preparing materials, and note-taking.
• Assist in the onboarding process for new employees and board members.
• Handle the organization's technology inventory and oversee administrative software.
• Respond to general emails and voicemails received by the organization.
• Facilitate communication with the board through drafting and sending updates, meeting summaries, and other necessary correspondences.
• Assist the Executive Director and Operations Director in providing support to various board committees.
• Utilize various software and systems such as ADP
• Financial Services, Cisco Webex Meetings, Concur, CRM, Kronos Timekeeping System, and About Time for performing daily tasks.
• Demonstrated experience with ADP
• Financial Services
• Proficiency in using Cisco Webex Meetings for effective remote communication
• Familiarity with Concur for streamlined business expense management
• Solid understanding of Customer Relationship Management (CRM) software
• Experience with Kronos Timekeeping System for accurate time tracking
• Knowledge of About Time software for efficient project management
• Strong ability in Calendar Management to coordinate and schedule meetings
• Excellent Communication skills for clear and concise information delivery
• Ability to coordinate Conference Calls with multiple stakeholders
• Experience in handling detail oriented Correspondence effectively.