PICO National Network has engaged Nonprofit HR to conduct a search for the an Executive Assistant to the Executive Director.

PICO National Network is seeking a full-time Executive Assistant and Office Manager to run the Executive Director’s Office located in San Diego, CA.

The ideal candidate will be experienced in handling a wide range of administrative, operational and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.

Above all the ideal candidate will have a proven commitment to social justice and express comfort working in a multi-racial, multi-faith environment.

MUST HAVE:

• 3+ years of experience supporting at the executive level
• Excellent calendar management skills
• Experience scheduling travel arrangements
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Experience successfully creating and/or modifying processes
• High level of professionalism, attention to detail and confidentiality
• Positive attitude and flexibility
• Customer service orientation
• 100% follow-through
• Bachelor’s degree or equivalent experience

STRONGLY PREFER:

• Support experience in a nonprofit, public policy or social services environment
• Extensive knowledge of administrative online applications, such as Zoom, Dropbox, Smartsheets, etc.
• Familiarity with any of the following databases: SalesForce, VAN and/or Salsa
• Experience with basic IT troubleshooting
• Experience managing vendors
• Experience with credit card reconciliations

JOB RESPONSIBILITIES:

Executive Support to Executive Director:

• Be responsible for heavy calendar management, requires interacting with both internal and external executives and assistants, as well as consultants and funders, to coordinate a variety of in-office and off-site appointments
• Manage Executive Director’s schedule to priorities by surfacing questions, getting aligned on tradeoffs,

ensuring enough space/travel time between appointments and blocking dedicated work spaces

• Conduct background research and provide pertinent materials to prepare Executive Director  for upcoming meetings and conferences
• Manage and maintain travel arrangements, registrations and reservations
• Monitor, respond to and distribute incoming and outgoing electronic and hard copy communications on behalf of the Executive Director
• Prepare expense reports, memos, letters, financial statements and other documents,       using  word

processing, spreadsheet, database and/or presentation software

• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

Office Management:

• Maintain good condition of the office, arrange for necessary repairs and implement office policies
• Monitor and replenish office supplies inventory, anticipate supply needs for upcoming projects or events
• Support day-to-day administrative needs of PICO San Diego office, including but not limited to: faxing, mailing, shipping, scanning, ordering catering for in-office meetings, record-keeping, etc.
• Serve as the operator for incoming calls, receive incoming visitors and manage vendor relationships
• Ensures that technology is appropriate to meet the needs of a growing team
• Plan and implement office systems upgrades and equipment procurement
• Provide troubleshooting support for technical difficulties

Compensation depends on experience.  PICO offers a flexible schedule and generous health benefits. Pico is a diverse and inclusive workplace.

Application Procedure

Please send the following two (2) documents to: Yvonne Rivera, [email protected]

• An electronic file of your resume including 3 references and salary history;
• A cover letter (stating why you would be the ideal person for this position);

Application Deadline: Until filled