Job Description

Job Description

Job Description

EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE PRESIDENT & CEO

Classification: Salary| Full-time | May occasionally work outside of BWPCs normal operating hours 

Department: Administrative 

Reports To: President & CEO

Compensation: $66,550-$85,550 

Travel Requirements: Local/State travel as required 

Supervisory Responsibilities: None

ORGANIZATIONAL BACKGROUND

BWPC is a research-driven social enterprise founded to make equitable policies and programs more effective. BLACK Wellness and Prosperity Center promotes Belonging, Love, Affinity, Community, and Kinship through culturally congruent system improvements across the prenatal to postnatal continuum of care to advance improved outcomes in maternal health and wellbeing for Black women/persons and their families. BWPC upholds racism as a root cause of adverse maternal child health experiences for Black women and babies, particularly, the negative impacts of Anti-Black Racism throughout the life course.

BWPC CREDO

BWPC is fact-based and centered on trust & equity. If you have a question, ASK. Please do not make assumptions. If you have a concern, SHARE IT. Please do not spread gossip in the community or within the team. There are no BWPC "cliques." We are ONE. BWPC encourages and promotes deep transformative thinking.

BWPC POWER-SHARING FRAMEWORK

• Generate recommendations for process improvements whenever appropriate
• Participate in developing best practices, sharing resources, and ongoing trainings
• Ensure that all materials created are consistent with BWPC mission, vision, and values
• Participate in the design of new programmatic initiatives
• Apply the BWPC Credo

POSITION SUMMARY

The BWPC Executive Administrative Assistant will provide high-level administrative support to the President & CEO, ensuring the smooth operation of the office and enabling the President & CEO to focus on strategic tasks. The ideal candidate is proactive, highly organized, and capable of managing multiple tasks with independency, efficiency and accuracy.

DAY-TO-DAY RESPONSIBILITIES

The essential functions include, but are not limited to:

• Manage and maintain President & CEO’s schedule, including appointments, meetings, and travel arrangements
• Prepare and edit correspondence, communications, presentations, and other documents
• Represents President & CEO with decision-makers, elected officials, and media
• Attends meetings and records minutes
• Coordinate logistics for meetings, including booking venues, arranging catering, and preparing materials
• Reads and analyzes incoming memos, submissions, and reports to determine their significance and then distributes to the appropriate individual
• Serve as the primary point of contact between President & CEO and internal/external stakeholders
• Screen and direct phone calls and distribute correspondence
• Handle confidential information with discretion and professionalism
• Organize and maintain office filing systems, both electronic and physical
• Assist in the planning and execution of special projects and events
• Track project timelines and deliverables, ensuring deadlines are met
• Conduct research and compile data for reports and presentations
• Prepare and process reports, invoices, memos, letters, financial statements and other documents
• Conducts research, compiles data, and prepares papers for consideration and presentation by executives
• Assist with budget tracking and financial reporting
• Provide support and coordinate with members of the administrative team on relevant matters
• Assist in coordinating team activities
• Be self-directed and motivated
• Handle sensitive information with discretion and confidentiality
• Other duties and trainings as required
• Performs other duties as assigned

JOB DIMENSIONS

• Leadership: Must take initiative and have the ability to effectively lead and take responsibility for all facets of program implementation and to effectively plan and organized all tasks
• Decision-Making: Ability to work and make decisions in an ambiguous environment and make logical decisions within position scope of authority
• Work Standards: Maintains regular attendance and punctuality
• Technical Skills: Ability to quickly learn and use new software
• Collaboration: Ability to work with minimal supervision and collaboratively; ability to take constructive direction and guidance from administration and have a strong sense of sensitivity to confidentiality
• Excellent Communication Skills : Attention to detail and the ability to develop rapport and maintain professional conduct with community members from diverse backgrounds.
• Flexibility: Ability to be flexible, available, accountable, responsible, reliable, adapt to change, work in a fast-paced and demanding environment, and work evenings, weekends, and non-traditional hours as needed to meet program needs
• Comprehension/analysis : Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to read and comprehend instructions, correspondence, and memos. Ability to analyze, organize, document, and communicate the specific needs of each unique targeted population
• Humility : Ability to interact in a non-judgmental manner with culturally diverse populations and persons experiencing a wide range of social conditions
• Trustworthiness/Integrity: Ability to at all times use discretion, maintain confidentiality, protect Protected Health Information (PHI), not disclose Personal Identifiable Information (PII), and exhibit ethical conduct
• Stress Tolerance: Ability to administer self-care and have an awareness of when personal wellness needs to be acknowledged and addressed

EDUCATION AND EXPERIENCE

• Bachelor’s degree preferred
• Minimum 5+ years’ experience in an administrative or executive assistant role

REQUIRED QUALIFICATIONS AND WORK EXPERIENCE

• Advanced written communication skills and use of spoken and written English
• Excellent organizational, decision-making, and time-management skills
• Ability to work independently and as a part of a team
• Superior intrapersonal and interpersonal communication skills
• Advanced technical and computer processing skills
• Proficient in learning and mastering new software
• Ability to work and make decisions in an ambiguous environment
• High level of attention to detail and accuracy
• Ability to handle sensitive information with confidentiality
• Proactive and able to anticipate needs
• Professional demeanor and strong interpersonal skills
• Must have consistent reliable transportation
• Weekend and evening availability required

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is frequently required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. The emotional environment will include hearing, seeing, and discussion of racism, mortality, health disparities, and maternal child health inequities. May be exposed to infectious diseases and hazardous materials common to community clinic settings.

Requires frequent oral and written communication with internal and external stakeholders, vendors, and partners, the ability to enter data and written communications in electronic format in a timely manner using various software.

May be required to work at other locations within the community. Ability to consistently reach the worksite, meetings, and events on time and prepared to work.

WORK METHODS

• In-person
• Reports to: President & CEO

COMPENSATION AND PAY SCALE

Salary, Full-time. Pay grade VI. Range $66,550-$85,550 based on skills and experience

EQUAL OPPORTUNITY STATEMENT

Black Wellness & Prosperity Center is an equal opportunity employer, drug free workplace, and complies with ADA regulations as applicable and shall not unlawfully discriminate against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military status or veteran status pursuant to all applicable State of California and Federal statutes and regulation. BWPC does not discriminate against applicants or employees because of their reproductive health decision making.

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