Executive Assistant to Vice President of Public Affairs; TCWF

Posted on February 14, 2020

The California Wellness Foundation is seeking an experienced administrative professional to provide executive support to the Vice President of Public Affairs. The Public Affairs department is responsible for the foundation’s communications, community relations and public policy work.

At Cal Wellness, an executive assistant (EA) performs work well beyond the scope of entry-level assistants. The EA becomes the right hand of the executive, with the goal of taking on any administrative or project-related tasks in order to allow the executive to focus on department- and enterprise-wide priorities. EAs report directly to a member of the executive management committee, which includes the CEO, CFO, Vice President of Programs, Vice President of Public Affairs, and Vice President of Operations.

EAs provide administrative support primarily to their EMC member, as well as limited support to the department’s directors. EAs are responsible for a wide variety of complex and critical executive administrative duties and serve as a key representative of the executive’s office.

• Maintain executive’s calendar, scheduling meetings, and coordinate related arrangements.
• Manage logistics for executive’s travel, making reservations and coordinating any related needs.
• Manage expense reporting, ensuring timely submission of materials through Concur.
• Develop and track contracts and consulting agreements to support department work, coordinating with project leads in the department as well as the Operations and Finance teams.
• Design, implement and maintain efficient processes to manage administrative work within the department.
• Work closely with EAs across the foundation to coordinate meeting logistics and project work for foundation executives.
• Plan and manage logistics for meetings and events, including vendor and venue selection and budget management.
• Manage meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of advance materials as well as follow-on action items. Follow up with task owners to ensure completion.
• Develop and/or review, format, and proofread correspondence, presentation materials, and other documents to ensure accuracy and completeness.
• Develop a comprehensive knowledge of operational practices, policies, and procedures.

• Monitor and triage incoming email communications via the foundation’s website.
• Provide backup support for digital communications, including website and social media postings, email newsletters and intranet updates.
• Organize and advise on structure to maintain electronic files for the department.
• Identify, evaluate and recommend productivity tools, in consultation with IT, to create efficiencies and improve coordination of department work.
• Collect information to inform Public Affairs work as needed, including articles and media reports, public policy information, and other background materials on a variety of issues.
• Experience developing content or managing digital communications (e.g. websites, social media channels, electronic newsletters) for a professional organization is a plus.
• Exposure to the philanthropic and/or nonprofit sector and experience working in a communications/public relations, public policy, or public affairs department or organization is a plus

The EA position requires deep proficiency in a broad range of administrative and operational activities. The ideal candidate has superb interpersonal skills, a positive attitude, the ability to anticipate needs as well as adapt and respond thoughtfully to emerging issues, and the ability to work quickly and effectively in a dynamic environment.

The position requires clear, effective communications skills; a high level of discretion, critical thinking and judgement in handling sensitive and confidential information; and advanced organizational and prioritization skills necessary for multitasking and keeping the supervising executive on track, on time and informed.