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Executive Assistant to Vice President/CFO - Confidential
Job Code:2017-CV-AD-AD-AD-005
Department:Administration
Location:Administration - Chula Vista, CA
FT/PT Status:Regular Full Time
  
Definition:

Under direction, provides personal assistance and support to the Vice President/CFO and to other managers and staff in addressing a variety of administrative, community relations and public information issues; performs varied, difficult, sensitive and confidential office administrative and secretarial support functions for the Vice President/CFO; and performs related duties as assigned.

This single-position class provides secretarial and administrative support to the Vice President/CFO and coordinates work with members of the executive team and other managers and staff to ensure a smoothly operating office.  The incumbent performs difficult, diverse and confidential duties in support of the Vice President/CFO in interactions with MAAC Board members, officials of governmental agencies, MAAC managers, funding source officials, business and community organizations, public interest groups, the media and the public. Assignments require the exercise of a high degree of administrative discretion, demand expeditious action or response and the ability to consultatively lead and coordinate the completion of work assignments by others.

The Executive Assistant to the Vice President/CFO is distinguished from other administrative support classes by the sensitivity and complexity of the environment in which the incumbent operates and by the breadth of involvement with agency-wide issues and with MAAC officials and top executives, requiring a thorough knowledge of MAAC and the Vice President/CFO's office policies and practices.




Essential Duties and Responsibilities:

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

  • Performs a wide range of expert executive support activities as requested and on behalf of the Vice President/CFO; coordinates work of the executive office with other executives, managers and staff to ensure a high performance, customer service-oriented work environment which supports achieving MAAC’s mission and strategic plan and objectives; represents the Vice President/CFO and other MAAC executives in meetings and in public forums.
  • Provides secretarial and administrative support to the Vice President/CFO; provides work direction and guidance to other administrative staff as necessary; types and/or drafts memoranda, correspondence, agenda materials and other documents, often of a highly sensitive and confidential nature; ensures materials and reports for signature are accurate and complete; proofreads and checks typed and other materials for accuracy, completeness and compliance with MAAC standards, policies and procedures; researches and assembles information from a variety of sources for the preparation of reports and correspondence for the Vice President/CFO. Prepares meeting space and logistics for Vice President/CFO, ensures agendas for meetings are prepared and assists in organizing office.
  • Provides liaison services between the Office of the Vice President/CFO and other governmental agencies, community agencies, customers, MAAC stakeholders, the public and the media; responds orally and in writing to inquiries and requests for information on MAAC program issues and activities; assists the Vice President/CFO in addressing problems and issues.
  • Attends meetings and takes notes as requested.
  • Represents the Vice President/CFO as needed with internal staff and external contracts.
  • Assists the Vice President/CFO in monitoring and maintaining online banking accounts and company credit card usage.
  • Supervises Front Desk Receptionist and other clerical staff.
  • Coordinates backup for the Receptionist as needed.
  • Assists the Development & Communications Department in the planning and coordination of agency events.
  • Performs notary public functions as needed.
  • Drafts agency policies & procedures; initiates and participates in continuous improvement of all MAAC policies, procedures, and processes to ensure their efficiency and compliance with the law, contracts, business needs, and industry standards and best practices.
  • Provides support to the Safety & Risk Management function of the Vice President/CFO in formulating, developing, and coordinating safety and loss control functions of the organization.  ects the safety committee/incentive program to reduce accidents, occupational illnesses, and exposure to long-term health hazards through safety-training of supervisors and managers, planned inspections, and accident investigations.
  • Provides liaison services and management of relationships between the Office of the Vice President/CFO and third party service providers including brokers, insurers, and other TPAs; oversees the purchase and renewal of insurance programs, management of claims and loss control activities, and promoting loss prevention.
  • May assist in managing vendor relationships and agency wide technology in conjunction with agency staff & vendors.
  • Continuously maintains and updates regulatory filings and organizational documents and certificates required for MAAC entities; maintains and updates agency databases as needed.
  • Continuously maintains, adjusts and monitors the Vice President/CFO’s calendar; coordinates, arranges and confirms meetings; screens requests for appointments; refers appointment requests to other MAAC executives or managers; coordinates, schedules and makes arrangements for meetings and events; makes and confirms travel arrangements for the Vice President/CFO, and senior staff; submits travel reimbursements to the CEO.
  • Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of discretion and sound independent judgment; reviews, determines priorities and routes incoming correspondence; organizes and maintains office files; maintains confidential files; orders equipment, materials and supplies.
  •   
    OTHER DUTIES
    • Attends meetings and takes notes as requested.
    • Represents the Vice President/CFO as needed with internal staff and external contracts.
    • Assists the Vice President/CFO in monitoring and maintaining online banking accounts and company credit card usage.
    • Supervises Front Desk Receptionist and other clerical staff.
    • Coordinates backup for the Receptionist as needed.
    • Assists the Development & Communications Department in the planning and coordination of agency events.
    • Performs notary public functions as needed.

Qualifications/Skills/Education/Experience/Certification:

Knowledge of:

  • Office administrative and management practices and procedures.
  • Basic methods and techniques of research and analysis.
  • MAAC functions and operations and associated intergovernmental and management issues.
  • Federal, state and local laws, regulations and court decisions governing the administration of a head start and other public funded MAAC programs in the State of California.
  • The role and responsibilities of a governing board and policies and procedures for the conduct of meetings.
  • Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.
  • Standard word processing, spreadsheet, graphics and other software packages.

Ability to:

  • Manage multiple and rapidly changing priorities to meet the needs and expectations of executives, MAAC stakeholders and other public and private groups and officials.
  • Understand, interpret, explain and apply MAAC policies and procedures and legal requirements applicable to MAAC operations.
  • Present proposals and recommendations clearly and logically.
  • Develop and implement appropriate office procedures and controls.
  • Exercise sound, independent judgment within policy guidelines.
  • Operate a computer and word processing software and other standard office equipment.
  • Take and transcribe dictation and type accurately at a speed necessary to meet the requirements of the position.
  • Research, organize,and maintain office files.
  • Compose correspondence, prepare documents and make arrangements from brief instructions.
  • Communicate clearly and effectively orally and in writing.
  • Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials.
  • Maintain highly sensitive and confidential information.
  • Exercise tact and diplomacy in dealing with sensitive, complex and confidential issues and situations.
  • Establish and maintain highly effective working relationships with MAAC board members, managers, representatives of governmental agencies and funding sources, business and community organizations, public interest groups, staff, the media, the public and others encountered in the course of work.
  • Plan, attend and participate in evening Board meetings and/or events that occur in the evening and/or occasionally on weekends

Education/Experience/Certification
A typical way of obtaining the knowledge, skills and abilities outlined above is a BA/BS Degree in Business, Language Arts, Marketing, Communications or a related field and 3 years of responsible office administrative or secretarial experience with a senior director or a department head; or graduation from high school or G.E.D. equivalent, completion of college-level courses applicable to assigned responsibilities and seven years of increasingly responsible office administrative or secretarial experience, at least three of which involved providing secretarial or administrative support to a senior director or a department head; or an equivalent combination of training and experience.

Must be, or become, within six (6) months of employment, a California Commissioned Notary.

Bilingual in Spanish is preferred.

To ensure full consideration, qualified candidates must submit a complete online application that includes the items listed below.
1. Résumé; AND 
2. Cover letter 


Union Membership ( if applicable):
NA