Senior Executive Assistant

Description

The Organization

San Gabriel/Pomona Regional Center (SG/PRC) is a private, nonprofit agency contracted with the California Department of Developmental Services (DDS) to provide services and supports to individuals with intellectual and developmental disabilities. We proudly serve 30 cities across the Foothill, Pomona, and El Monte Health Districts within Los Angeles County. Our services span the full lifespan—from infants and toddlers, school-age children, and transition-age youth to adults and aging adults. At SG/PRC, our work is guided by compassion, collaboration, integrity, and a shared commitment to making a meaningful difference in the lives of the individuals and families we serve.  

Position Description

The Senior Executive Assistant provides high-level, comprehensive, support to the Executive Director and acts as a key liaison across various departments ensuring the coordination of strategic initiatives. This role requires exceptional organizational and communication skills, attention to detail, and the ability to manage complex schedules and multiple priorities in a fast-paced environment. 

Essential Job Functions

• Manage and coordinate the executive director's calendar, ensuring efficient scheduling of meetings, appointments, and travel arrangements.
• Act as the primary point of contact between the executive director and internal/external stakeholders, maintaining professional communication.
• Prepare and edit correspondence, reports, presentations, and other documents as required by the executive director.
• Organize and manage logistics for meetings, including preparing agendas, taking minutes, and following up on action items.
• Conduct research and compile data to support the executive director's strategic planning and decision-making processes.
• Handle confidential and sensitive information with discretion and integrity.
• Assist in the preparation and management of the executive director's budget and expense reports.
• Coordinate special projects and initiatives as directed by the executive director, ensuring timely completion and adherence to objectives.
• Maintain and update filing systems, both electronic and physical, to ensure easy access to important documents.
• Support the executive director in building and maintaining relationships with key partners and stakeholders.
• Ensure compliance with company policies and procedures, making recommendations for improvements when necessary.
• Support event planning and coordination for organizational functions and meetings. 
• Provide administrative support to other executive leaders, as needed. 
• Perform additional duties that support departmental and organizational goals.

Requirements

Employment Standards

• Bachelor's degree required. 
• Minimum of 5 years of experience supporting senior executives or in a similar role. 

Knowledge and Abilities

• Excellent organizational and time-management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills.
• High level of professionalism, initiative, and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management tools.
• Ability to handle sensitive information with confidentiality and discretion.
• Strong problem-solving skills and adaptability in a dynamic environment. 
• Strong teamwork and collaborative skills. 

Other Essential Requirements

Employees using a private vehicle for agency purposes must maintain a valid driver's license and minimum liability insurance coverage.

Physical Demands & Work Environment

• Primarily sedentary work performed in an office environment.
• Occasional driving to and from field visits and meetings. 
• Ability to sit for extended periods and operate a computer and standard office equipment.
• Clear verbal communication in person and by phone. 
• Occasional standing, walking, bending, and reaching to access files and supplies. 
• Occasional lifting, pushing, or pulling of items up to 25 pounds. 
• Adequate visual acuity to read documents, use a computer monitor for prolonged periods, and review detailed information. 
• Work occurs in a typical office setting with standard lighting, temperature, and moderate noise levels. 
• Employees are expected to follow safe and ergonomic work practices. 

Reasonable accommodation may be provided to enable individuals with disabilities to perform essential job functions.

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