Executive Assistant / Office Coordinator – Oakland – Pan-Ethnic Health Network

Organizational Background
The California Pan-Ethnic Health Network (CPEHN) is a multicultural health policy organization working to improve the health of communities of color in California. CPEHN’s mission is to promote health equity by advocating for public policies and sufficient resources to address the health needs of communities of color. To find out more about CPEHN go to www.cpehn.org.

Position Summary
CPEHN is seeking a full-time Executive Assistant/Office Coordinator based in our Oakland office. The Executive Assistant/Office Coordinator provides high level support to the Executive Director including managing projects and providing support for Board of Directors meetings. The Executive Assistant/Office Coordinator assists the Executive Director and Leadership Team with various administrative tasks to help ensure workload is efficient including internal and external scheduling and calendaring, communications, expense reports, and travel arrangements. The Executive Assistant/Office Coordinator is also responsible for general office management duties such as ordering office supplies, answering the phone, and coordinating staff meetings.

Duties/Responsibilities
Executive and Leadership Team Support:
Assist Executive Director with workload management and administrative system protocols to ensure preparation for meetings, timely response to internal and external requests, and organization of special projects.
Ensure that requests for action and information are furnished in a timely manner.
Schedule and coordinate meetings for the Executive Director and Leadership Team.
Coordinate Leadership Team meetings and assist Team with scheduling internal and external meetings as assigned.
Prepare email and written correspondence.
Coordinate travel arrangements, prepare timesheets, reconcile monthly credit card statements, and prepare travel reimbursements for Leadership Team.
Organize and maintain files for Executive Director.
Assist Executive Director with the preparation of presentations.
Assist with special projects and support as needed.

Office Management:
Assist with facilities management.
Answer phones in Oakland office, and direct calls to the appropriate person.
Check voicemail and standard mail.
On a regular basis maintain the organization of the office supplies, conference room, kitchen, and storage closets.
Order and track office supplies.
Coordinate staff meeting agenda, including coordinating with staff on developing biweekly agenda, setting up meals for in-person staff meetings, and organizing clean-up.
Maintain administrative files, including developing new files and systems.
Maintain computers and other office equipment in the Sacramento, Oakland, and Los Angeles offices by trouble shooting technical challenges, and working with vendors when needed.
Coordinate special projects, assignments, and activities.
Other duties as assigned.

Liaison to the Board of Directors:
Work with Board members to schedule meetings and maintain calendar of Board and committee meetings.
Coordinate and distribute agenda for general Board and committee meetings.
Record, compile, and distribute minutes of all Board and Executive Committee meetings.
Coordinate new Board member orientation, annual Board contributions, and maintain all meeting minutes, attendance records, orientation manual, contact information, and signatures of necessary documents for the functioning of the Board.
Coordinate meeting logistics, including securing venues and catering, and assembling meeting packets.
Coordinate travel arrangements for Board and staff members.

Qualifications
Education and training: Bachelor’s degree required.

Work Experience: At least two years of experience in an Executive Assistant, Office Manager, or similar position.

Specific Skills/Subject Knowledge:
Excellent organizational and planning skills.
Meticulous attention to detail.
Proficiency in Microsoft Office (Outlook, Excel, Word and PowerPoint).
Strong computer skills, including Adobe Acrobat and social media platforms.
Excellent verbal and written communications skills.
Ability to work well with all levels of internal management and staff.
Ultimate level of professionalism, discretion, maturity, and confidentiality.
Ability to apply initiative, creativity, and resourcefulness.
Strong interpersonal skills to work effectively and professionally with diverse staff and stakeholders.
Interest in CPEHN’s mission and relevant public policy issues.

Compensation
$40,000-$54,000 FTE (DOE). Excellent benefits.

To Apply
Email your application in ONE PDF or ONE WORD DOCUMENT including your cover letter and your resume to admin@cpehn.org. Incomplete applications WILL NOT be accepted.

Deadline
Position open until filled. We will begin reviewing applications immediately.

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