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Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature. Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment.

HOUR

Job Type Full-time Description Exceptional Parents Unlimited offers a unique opportunity to join a forward-thinking organization that champions innovation, collaboration, and personal growth. As the Executive Assistant to the President/CEO, you will play a pivotal role inproviding high-level support, thoughtful guidance, and strategic insight to executive leadership. We are committed to fostering a supportive, dynamic work environment where you can thrive, contribute meaningfully, and help advance our mission. Job Summary: The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU's mission through project management and coordination, Board support, and collaboration with EPU leadership, requiring exceptional judgment, discretion, and initiative. Executive Support & Representation <ul><li>Serve as a liaison between the President/CEO and internal staff, Board members, donors, and external partners including agency leaders and elected officials. </li><li>Represent the President/CEO at meetings, community events, and collaborative engagements as needed. </li><li>Manage the President/CEO's calendar, travel arrangements, meeting agendas and correspondence. </li><li>Draft high level communications, reports, policy briefs, and presentations. </li><li>Provide support to Directors at the direction of the President/CEO. </li></ul>Board & Governance Support<ul><li>Coordinate Board of Directors meetings, including agenda development, minute taking, and follow up activities. </li><li>Maintain governance documents, including bylaws, board records, and committee materials. </li><li>Support board member onboarding, engagement, and ongoing communication. </li></ul>Project Management & Strategic Initiatives<ul><li>Assist in leading/coordinating cross departmental initiatives on behalf of the President/CEO. </li><li>Track progress on organizational goals and prepare performance reports. </li><li>Conduct research and prepare briefing materials for executive decision making. </li><li>Provide support on grant related tasks, including drafting and editing content. </li></ul>Confidentiality & Discretion<ul><li>Handle all sensitive information with strict confidentiality and professionalism. </li><li>Serve as a confidential advisor to the President/CEO. </li><li>Manage personnel and financial documents with discretion and in compliance with relevant laws and regulations. </li></ul>Communication & Stakeholder Engagement<ul><li>Draft, edit, and prepare high level correspondence and public statements on behalf of the President/CEO. </li><li>Coordinate donor visits and stewardship activities in partnership with the Development & Communications Department. </li><li>Support the President/CEO in public facing communications and agency representation. </li></ul>Administrative & Operational Oversight<ul><li>Coordinate logistics for retreats, staff meetings, and organizational events. </li><li>Maintain executive level filing systems and records in accordance with best practices. </li><li>Ensure adherence to EPU standards, policies, and procedures. </li><li>Manage records and information in compliance with HIPAA and other confidentiality requirements. </li><li>Maintain flexible work hours, including occasional evenings, based on executive and organizational needs. </li><li>Perform additional duties as assigned. </li></ul>Requirements Knowledge, Skill, and Experience: Education: - Bachelor's degree in public administration, nonprofit management, or related field required. Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature. Experience:<ul><li>3+ years' experience as an Executive or Administrative Assistant (nonprofit setting preferred). </li><li>2+ years' experience with entering, compiling, and summarizing data. </li><li>Accurate data entry at the rate of 45 WPM. </li><li>Strong organizing and coordinating skills. </li><li>Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment. Bilingual skills are a plus. </li><li>Experienced working with and managing email and calendar management software (Outlook and Microsoft Office). </li><li>Experienced in managing logistical needs (travel, etc.) and making changes when necessary. </li><li>Experience in creating, composing, and editing written materials, with strong business acumen. </li><li>Experienced in analyzing and solving problems and making administrative/procedural decisions and judgments. </li><li>Experience in recording and transcribing meeting minutes. </li><li>Must hold a valid California Driver's license and have a good driving record with no serious violations for the previous two-year period and be able to provide proof of current automobile liability insurance. </li></ul> Physical Demands: Typical Working Conditions: Position is housed at the main EPU facility. The position requires the ability to sit and work on a computer for extensive periods. Position requires fine dexterity, and repetitive hand and wrist movements. Equipment Used: Computers, printers, telephones, and fax machines. May require operating a personal vehicle or Agency vehicle for local travel. Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen. This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position. Salary Description $26.00 - $30.00 per hour DOE

Exceptional Parents Unlimited

Executive Assistant

Administrative Management

Administrative Procedures

Best Practices

Board Meeting

Business Skills

Calendar Management

Communication Skills

Data Collection

Data Entry

Driver's License

Editing

Email Management/Administration

Executive Assistant Skills 

Financial Management

HIPAA (Health Insurance Portability and Accountability Act)

Identify Issues

Keyboards

Leadership

Liability Insurance

Logistics

Logistics Management

Maintain Compliance

Manage Agenda

Meeting Minutes

Microsoft Office

Microsoft Outlook

Multilingual

Multitasking

Needs Assessment

Nonprofit

Onboarding

Organizational Skills

People Management

Performance Analysis

Plan Meetings

Prepare Correspondence

Presentation/Verbal Skills

Problem Solving Skills

Project Tracking

Project/Program Coordination

Project/Program Management

Public Administration

Records Management

Regulations

Regulatory Compliance

Reporting Skills

Research Skills

Stewardship

Strategic Planning

Team Player

Travel Planning

IRecruitee

Effective oral, written, and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to customers, vendors and employees. Ensures adherence to all Bank policies, procedures, and processes, along with applicable state and federal laws, rules, and regulations, ensuring confidentiality and data privacy while carrying out AML/CFT (Anti-Money Laundering and Countering the Financing of Terrorism) responsibilities specific to the role.

Job Type Full-time Description About FFB Since opening our doors in 2005, FFB Bank has focused on one mission: to help businesses, professionals, and successful individuals reach their goals through personalized service and flexible financial solutions. As one of the top-performing community banks in the nation, FFB offers a full range of banking services, including business and personal accounts, specialized lending, and modern payments solutions. What It's Like to Work Here We believe our people are our greatest asset. That's why we foster a supportive, collaborative workplace where employees are empowered to grow, contribute ideas, and make a real impact. Highlights include: <ul><li>Employee ownership through our ESOP program</li><li>A collaborative, close-knit culture </li><li>Opportunities to participate in community and networking events </li></ul>Benefits:<ul><li>Medical, dental, and vision coverage </li><li>Life insurance </li><li>Paid vacation </li><li>401(k) retirement plan </li><li>Training & development opportunities </li><li>Tuition reimbursement </li><li>Employee Assistance Program </li><li>Internal job postings and referral program </li></ul>Our Values At FFB, we live by our core values: Teamwork, Relationship, Authenticity, and Commitment (TRAC). Our team members bring these values to life by collaborating with colleagues, building trust with clients, communicating openly, and taking pride in doing amazing work every day! About the Role The Assistant Corporate Secretary is responsible for supporting the Corporate Secretary in managing board meetings, maintaining corporate records, ensuring compliance with governance regulations, and facilitating communication with board members by scheduling meetings, preparing agendas, taking detailed minutes, distributing documents, and handling administrative tasks related to board activities. Essential Duties: <ul><li>Assists with scheduling and coordinating board and committee meetings. </li><li>Prepares and distributes meeting agendas, materials, and supporting documents. </li><li>Takes accurate and comprehensive minutes during board meetings as needed. </li><li>Follows up on action items from meetings to ensure implementation. </li><li>Assists in managing the electronic board portal and timely access to corporate documents. </li><li>Files and maintains corporate records such as shareholder registers and board resolutions, ensuring accuracy and accessibility. </li><li>Communicates with board members regarding updates and other important information. </li><li>Works closely with other departments to ensure necessary information is gathered for board meetings. </li><li>Prepares reports and presentations as needed. </li><li>Embodies the TRAC Values and Critical Behaviors (Teamwork, Relationship, Authenticity, Commitment) as core principles, using them to guide daily interactions and decision-making. </li><li>Completes administrative tasks with a sense of urgency, including required Bank Compliance Training. Responds to internal and external inquiries via email, phone, or messaging platforms in a timely and professional manner. Positively represents the Bank through ethical conduct and community involvement. </li><li>Demonstrates an understanding of and commitment to EEO policies. Fosters a respectful, inclusive workplace by valuing cultural differences, preventing harassment of any kind, and supporting a diverse workforce. </li><li>Ensures adherence to all Bank policies, procedures, and processes, along with applicable state and federal laws, rules, and regulations, ensuring confidentiality and data privacy while carrying out AML/CFT (Anti-Money Laundering and Countering the Financing of Terrorism) responsibilities specific to the role. </li><li>Performs duties in an office or home office environment, involving tasks such as writing, typing, speaking, lifting moderate weights, and operating office equipment. The position requires physical activities like sitting, walking, and reaching. Reasonable accommodation can be made for individuals with disabilities to perform essential functions. </li><li>Travels up to 10%, including but not limited to attending company meetings, training sessions, and corporate events, with travel typically being regional or local based on business needs. </li></ul>Requirements<ul><li>Bachelor's degree from an accredited college or university in a relevant field (e.g., Business, Finance, or related) preferred. </li><li>Minimum 5 years of related secretarial, paralegal or experience working in a law office environment experience required. </li><li>Proficient analytical and problem-solving skills; capable of interpreting complex data and providing meaningful insights. </li><li>Experience with board portal software and document management systems preferred. Proficiency with Microsoft Office Suite (Excel, Word, Outlook) required. </li><li>Effective oral, written, and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to customers, vendors and employees. </li><li>Strong organizational and time management abilities with attention to detail. </li><li>Proficient teamwork and relationship skills to contribute to cross-functional collaboration and team success. </li><li>Willingness to take on special projects and perform other duties as assigned, beyond core responsibilities, to support team and organizational needs. </li><li>Commitment to continuous learning and professional development to stay current with industry standards and best practices. </li><li>Ability to maintain authenticity and integrity in all professional interactions, ensuring trust and credibility with stakeholders. </li><li>Capable of managing multiple priorities and meeting deadlines in a dynamic environment. </li><li>Ability to work independently with minimal supervision and as part of a team. </li><li>Proven ability to adapt to changing priorities and procedures. </li><li>Current driver's license and a vehicle with appropriate insurance coverage if required to drive while performing assigned duties and responsibilities. </li></ul> Salary Description $24.00 - $36.00 Per Hour

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Executive Assistant Exceptional Parents Unlimited

Assistant Corporate Secretary FFB Bank

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