Executive Assistant Jobs in San Diego, CA

San Diego Youth Services seeks an Executive Assistant in the Administration department to be based in San Diego. This is a full-time & exempt position reporting to the Chief Executive Officer.

San Diego Youth Services: Who we are

San Diego Youth Services has helped improve the lives of more than 834,000 homeless, runaway and vulnerable youth since its beginning in 1970. We provide safe places to live and long-term solutions through shelter, foster homes, community centers and housing to more than 16,000 youth every year at 100+ community and school locations. Through prevention, early intervention and treatment, we also help youth before they need higher levels of care or become homeless.

We aim to:

• Meet the basic needs of youth. Hunger, poverty and youth homelessness are on the rise for many youth and their families today. We help meet these basic needs for youth. What could be more vital than food and shelter? We provide safe places to live and long-term solutions through shelter, foster homes, community centers and housing.
• Create positive connection. We help youth focus on positive life changes and healthy relationships as part of providing needed resources and services. San Diego Youth Services has long provided foster homes and adoption support services for families considering adopting a youth in the foster care system.
• Help youth develop life skills. In addition to a range of safe and stable housing options, we offer support to help youth develop the independent living skills necessary to become self-sufficient and keep off the streets.
• Promote overall health and well-being. Early intervention and care for the whole child are critical. We provide a broad continuum of services to help youth overcome trauma and challenges that put them at risk, including case management, counseling, mental health treatment and educational support and resources.

SDYS has a staff of approximately 250 employees and 80 volunteers working across San Diego County and an annual budget of approximately $24 million.

You can learn more about us at www.sdyouthservices.org.

CONTEXT OF THE POSITION:

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer and Executive Leadership Team (ELT). This position is responsible for managing the CEO's schedule and administrative needs, coordinating meetings and events, preparing correspondence and other materials, and maintaining confidential records and information. The Executive Assistant also provides administrative and logistical support to the Board of Directors and its committees, including meeting coordination, preparation of materials, minute taking, and record maintenance.

ESSENTIAL FUNCTIONS:

• Provide high-level administrative and coordination support to the Chief Executive Officer and Executive Leadership Team (ELT).
• Manage and strategically coordinate the Chief Executive Officer's calendar, appointments, meetings, travel, and other executive priorities.
• Coordinate executive, leadership, Board, committee, and other organizational meetings, including scheduling, agenda preparation, meeting logistics, preparation and distribution of materials, minute taking, documentation of key decisions and action items, and follow-up on assigned responsibilities.
• Provide comprehensive administrative and governance support to the SDYS and SDYF Board of Directors and its committees, including coordination of meetings, preparation of Board correspondence and materials, maintenance of official records, Board member communication, education and orientation activities, and coordination of special meetings and site visits.
• Serve as a primary point of contact for individuals seeking access to the CEO, exercising discretion and judgment in screening, prioritizing, and coordinating requests and communications.
• Draft, edit, proofread, and coordinate executive correspondence, presentations, reports, communications, and other materials on behalf of the Chief Executive Officer.
• Maintain accurate, organized, and confidential records for the Executive Office, Board of Directors, and other assigned areas in accordance with organizational policies and records-retention requirements.
• Exercise a high degree of discretion, professionalism, and sound judgment when handling confidential and sensitive organizational, employee, Board, financial, and executive information.
• Provide administrative and project coordination support for organizational priorities and strategic initiatives led by the Chief Executive Officer and Executive Leadership Team, including coordinating stakeholders, maintaining timelines, monitoring deliverables, and supporting implementation and communication efforts.
• Coordinate internal and external meetings, lunches, events, special functions, and other activities on behalf of the Chief Executive Officer and Executive Office.
• Develop, review, update, and implement policies, procedures, and systems related to the CEO and ELT operations and administrative support functions.
• Manage administrative processes related to the CEO’s credit card, expense reporting, and assigned Executive Office budgets, including budget tracking and coordination with the Fiscal Department.
• Provide additional administrative, coordination, and special project support as assigned by the Chief Executive Officer.

SDYS EXPECTATIONS:

• Adhere to and uphold the rigorous standards of SDYS as mandated by its mission, purpose, guiding principles and standards of quality.
• Maintain confidentiality and privacy standards of service partner protected health information and other applicable information and material in accordance to agency and center policies, and applicable regulations and laws including HIPAA.
• Welcome and support SDYS volunteers and assist them in accomplishing their services whenever applicable.
• Effectively communicate with people from diverse backgrounds and experiences.
• Receive and give supportive feedback to foster equity and inclusion in working relationships.
• Recognize, nurture, and learn from strengths in co-workers.
• Maintain warm, welcoming and safe work environments.
• Possess flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.

REQUIREMENTS AND QUALIFICATIONS:

• Minimum of three-five years’ experience working with executive staff and board.
• Ability to think creatively, analytically, and anticipatorily.
• Excellent organizational skills and self-initiation.
• Flexible, diplomatic, yet attentive to detail.
• Demonstrated ability to manage multiple administrative and executive support functions and tasks effectively and professionally.
• Strong computer skills.
• Excellent communication skills, both oral and written.
• Enthusiastic, positive, pride in work, professional and able to maintain confidentiality.

PHYSICAL REQUIREMENTS:

The physical demands described below are representative of those that may be required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Ability to remain in a stationary position for extended periods while performing computer-based and administrative work.
• Ability to frequently use a computer, keyboard, telephone, and other standard office equipment.
• Ability to communicate effectively in person, by telephone, and through electronic communication.
• Ability to occasionally move throughout office and meeting environments to attend meetings, coordinate activities, and access files and materials.
• Ability to occasionally lift, carry, and move office supplies, documents, and meeting materials weighing up to 20 pounds.
• Ability to occasionally travel between SDYS locations and other local sites for meetings, events, or Board-related activities, as needed.
• Sufficient visual ability to review documents and electronic information and perform computer-based work.
• Ability to work in a typical office environment with routine exposure to standard office equipment and moderate noise levels.

SUPERVISORY RESPONSIBILITIES: There are no supervisory responsibilities.

Salary Range: $80,000 - $85,000

To apply, please send resume and cover letter through job posting on SDYS website.

SDYS offers a comprehensive benefits package to full time employees that includes generous PTO, personal holidays, health, vision, dental, life insurance, parental leave and a 403(b)-retirement plan with matching contribution. SDYS is a Public Service Loan Forgiveness (PSLF) employer.

All are welcome at San Diego Youth Services.

As an organization working to meet the basic needs of youth, create positive connections, help youth develop life skills, and promote overall health and well-being, SDYS believes its practices and actions must reflect the highest level of commitment to access, equity, and social justice.

The collective sum of the individual differences, life experiences, knowledge, innovation, self-expression, and talent that our members invest in their work represents not only part of the SDYS’ culture, but the SDYS’ reputation and achievements as well. SDYS remains open to feedback from all communities it touches and knows that input from those with direct experience of issues will make the SDYS more effective in achieving its goals.

SDYS is proud to be an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Auxiliary aids and services are available upon request to individuals with disabilities. In compliance with the Immigration and Nationality Act as amended, all new employees must verify their eligibility to work in the United States.

SDYS is proud to be a kindness certified company.