Northcoast Children's Services

1266 9th St, Arcata, CA 95518 ~ Phone: (707) 822-7206 ~ (800) 808-7206

Web site: www.ncsheadstart.org ~ FAX: (707) 822-7962

JOB DESCRIPTION

Northcoast Children's Services

Executive Assistant

The Executive Assistant will provide high-level administrative support to our executive team, ensuring smooth operations and effective communication within the organization. This role will include assisting in managing schedules, preparing grant applications, maintaining corporate files, overseeing main office functions and facilitating various administrative tasks to enhance the efficiency of our non-profit activities.

KEY DUTIES/RESPONSIBILITIES:

1. Administrative Support
   1. Support the management team in a wide range of activities
   2. Prepare and organize materials for meetings, including agendas, presentations, and reports.
   3. Maintain program files and documents, ensuring data integrity and security.
   4. Support the Executive Director with preparation and running of monthly Board and Policy Council meetings.
   5. Setting up for and taking notes for monthly Board and Policy Council meetings
2. Grant Preparation
   1. Research and identify potential grant opportunities to support the operations of NCS programs.
   2. Take a lead role in the preparation of our state and federal annual grant/contract applications under the direction of the Executive Director.
   3. Help to ensure compliance with funding guidelines and deadlines by maintaining calendars and sending reminders to key staff.
   4. Collaborate with program staff to gather necessary information and data for grant proposals and reports.
   5. Analyze available data from community and the program to identify trends and potential areas of improvement.
3. Communication
   1. Act as the primary point of contact for internal and external communications, managing inquiries professionally and efficiently.
   2. Take a lead role in overseeing NCS social media accounts
   3. Draft and proofread correspondence, reports, and other documents as required.
4. Event Coordination
   1. Assist in planning and coordinating organizational events, stakeholder meetings, and community outreach activities.
   2. Coordinate logistics, such as venue selection, catering, and materials preparation.
   3. Support management staff with booking out of town trainings, including travel and lodging.

1. Project Management
   1. Assist in monitoring the progress of ongoing projects and initiatives, providing updates to the executive team as needed.
   2. Help identify areas for improvement with office systems and implement process changes to enhance efficiency.
   3. Take a support role in updating policies and procedures as requested by program area management staff

QUALIFICATIONS:

• Bachelor's degree in business administration, nonprofit management, or a related field preferred.
• Minimum of 3 years of experience in an administrative support role, preferably in a non-profit environment.
• Experience in Head Start California State Preschool or other state and federally funded programs preferred.
• Strong knowledge of grant writing and funding processes.
• Excellent organizational skills with attention to detail and the ability to manage multiple priorities.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with grant management software.
• Commitment to the mission and values of NCS and a passion for supporting children and families.

Physical Requirements

1. Must successfully complete a health screening including proof of Tdap and MMR immunizations and provide proof of the absence of TB no later than 7 days following the date of hire.

1. Must have a current Criminal Record Clearance with current Child Abuse Index Check on file with Community Care Licensing, or provide fingerprints and a Child Abuse Index Check prior to the first day of work in order to obtain a Criminal Record Clearance from the Department of Justice.
2. Mandated Reporter training required upon hire