Executive Assistant to CEO

About Us: At CVNL, we are dedicated to advancing nonprofits and volunteerism by strengthening leadership, encouraging innovation, and empowering individuals in our community. We are currently seeking a dynamic, collaborative, proactive, and detail-oriented individual to join our team as the Executive Assistant to the Chief Executive Officer (CEO).  As the only Executive Assistant at CVNL, this position will play a pivotal role in helping the CEO, Board of Directors, and leadership team achieve key objectives for the business. This includes being responsible for a broad scope of ongoing administrative duties as well as managing key projects that support business needs and objectives.  Being able to handle a wide variety of activities and confidential matters with discretion as well as working under pressure while juggling multiple priorities will be a key to success.

Responsibilities: As our Executive Assistant, you will play a vital role in supporting our CEO and the leadership team. Your responsibilities will include, but are not limited to:

• High-Level Administrative Tasks: Manage schedules, complete expense reports, handle phone calls, order supplies, and ensure smooth day-to-day operations.
• Effective Communication: Be the primary author of executive communications, reaching out to staff, board members, business/community leaders, government officials, and the general public on behalf of the CEO.
• Facilities & Operational Excellence: Identify opportunities to improve business efficiency and operations. Overseeing essential business needs on behalf of the CEO, such as managing vendors and supplies.
• Cross-Functional Contributor: Working closely with departments such as Events, Marketing & Communications, and Development, you'll contribute to various projects, grants, donor campaigns, and development goals.
• Event Coordination: Providing support for internal and external events, workshops and meetings from logistics and communications to minute-taking and follow-ups.
• Relationship Building: Cultivate strong relationships across the organization, staying informed about ongoing initiatives.
• Community Engagement: Represent CVNL and our CEO in community and organizational activities, acting as a positive ambassador.
• Resourceful Support: Respond to inquiries about our programs and services, providing resource information and referrals.
• Board Support: Supporting the Board of Directors and committees, managing schedules, correspondence, and reports.

Requirements

• Detail-Oriented: Exhibit strong attention to detail, ensuring accuracy and precision in all tasks.
• Exceptional Communication: Possess excellent written and verbal communication skills, representing CVNL with professionalism, and the ability to handle confidential information with discretion.
• Resourcefulness: Demonstrate the ability to work independently, organized and manage multiple tasks effectively.
• Facilities Management: Understanding of facilities management and operational excellence, including the ability to identify opportunities for improvement in business efficiency and oversee essential needs such as vendor management and supply procurement.
• Database Management: Basic knowledge of database software or CRM systems for maintaining contacts, tracking interactions, and managing donor or stakeholder information.
• Project Management Tools: Familiarity with project management software like Asana, Trello, or Basecamp for coordinating tasks, timelines, and resources across departments.
• Proficiency in Microsoft Office Suite: Ability to effectively use tools such as Word, Excel, and PowerPoint for document creation, data analysis, and presentation preparation.
• Basic Accounting Knowledge: Understanding of basic accounting principles and practices for budget tracking, financial reporting, and expense management support.
• Demonstrated passion for and commitment to the nonprofit sector preferred

• A Bachelor's degree in Nonprofit Management, Business Administration, or equivalent professional experience preferred.
• Familiarity with contracts, vendors, fundraising, and grant writing.
• Comfortable working with diverse populations and cultures.

Physical & Travel Requirements:

• This position is based out of our San Rafael office with standard hours of Monday -Friday 9am to 5pm.
• Ability to occasionally travel throughout Marin and North Bay Area, commonly working out of the Santa Rosa office with occasional nights and weekends to support events/special projects. Standard Mileage Reimbursements apply.
• In addition to basic computer desk work, the employee is required to stand, walk, reach above shoulders, and climb or balance. The employee may occasionally lift and/or move up to 25 lbs.

Benefits

• Vacation: 12 days in year 1, 15 days in year 2, 20 days in year 5.
• SICK: 12 Sick days per year
• Holidays: 12 days observed.
• Health Insurance with base plan 100% covered by employer.
• Vision and Dental Insurance.
• 403B Retirement Plans with 3.5% employer contribution after 12 months.
• Staff have regular opportunities to participate in professional development workshops and classes offered at CVNL

Compensation:
The budgeted starting salary that CVNL reasonably expects to pay for this position is $70,000 to $80,000 annually. This takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, external market comparisons for similar positions in similar geographic locations and size. Offers are determined based on final candidate qualifications and experience.

CVNL is an equal opportunity employer and makes employment decisions on the basis of qualifications. The Agency policy prohibits unlawful discrimination in any employment decision based on pregnancy, childbirth or related medical conditions, race, religious creed, color, national origin or ancestry, physical or mental disability, medical condition, marital status, age, sexual orientation or any other basis protected by federal, state or local law or ordinance or regulation.