Executive Assistant
Exceptional Parents Unlimited, Inc.
Date: 8 hours ago
City: Fresno, California
Contract type: Part time
Description
Job Summary:
The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU’s mission through project management and coordination, board support, and operational leadership, requiring exceptional judgment, discretion, and initiative.
Essential Functions
Executive Support & Representation
Knowledge, Skill, and Experience:
Education: Bachelor’s degree in public administration, nonprofit management, or related field required.
Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature.
Experience
Typical Working Conditions: Position works from the EPU facility. The position requires the ability to sit and work on a computer for extensive periods of time. Position requires fingering (fine dexterity), repetitive hand and wrist motions.
Equipment Used: Computers, printers, telephones, and fax machines. May require operating of personal vehicle for local travel.
Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen.
This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position.
The position is a part-time 25 hours per week opportunity.
Job Summary:
The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU’s mission through project management and coordination, board support, and operational leadership, requiring exceptional judgment, discretion, and initiative.
Essential Functions
Executive Support & Representation
- Serve as a liaison between the President/CEO and internal staff, board members, donors, and external stakeholders (agency partners, elected officials, etc.).
- Represent the President/CEO in meetings, community events, and collaborative initiatives as needed.
- Manage the President/CEO’s calendar, travel, and correspondence.
- Draft communications, reports, and policy briefs on behalf of the President/CEO.
- Support organization Directors as directed by the President/CEO.
- Coordinate the Board of Directors meetings, including preparing agendas, taking minutes, and following up.
- Maintain board records, bylaws, and committee documentation.
- Support board member onboarding, engagement, and communication.
- Assist in leading and coordinating cross-departmental projects aligned with strategic priorities.
- Track progress on organizational goals and prepare performance reports.
- Conduct research and prepare briefing materials.
- Assist in grant writing activities.
- Handle sensitive information with confidentiality.
- Serve as a trusted advisor to the President/CEO.
- Manage confidential personnel and financial documents.
- Draft and edit high-level correspondence and public statements.
- Coordinate donor visits and stewardship activities, in collaboration with the Development & Communications Department.
- Support the President/CEO’s public-facing communications.
- Coordinate logistics for retreats, staff meetings, and events as needed.
- Maintain filing systems and records related to executive operations and corporate best practices.
- Adhere to EPU standards, policies, and procedures.
- Maintain, manage, and process records and information in a confidential manner that meets HIPAA and other applicable confidentiality regulations.
- EPU facility hours are Monday–Friday, 8:00 AM – 5:00 PM, with some exceptions based on business needs. Position hours may vary, including evening hours as needed.
- Flexibility in work hours and locations as needed.
- Must perform other duties as assigned.
Knowledge, Skill, and Experience:
Education: Bachelor’s degree in public administration, nonprofit management, or related field required.
Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature.
Experience
- 3+ years’ experience as an Executive or Administrative Assistant (nonprofit setting preferred).
- 2+ years’ experience with entering, compiling, and summarizing data.
- Accurate data entry at the rate of 45 WPM.
- Strong organizing and coordinating skills.
- Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment. Bilingual skills are a plus.
- Experienced working with and managing email and calendar management software (Outlook and Microsoft Office).
- Experienced in managing logistical needs (travel, etc.) and making changes when necessary.
- Experience in creating, composing, and editing written materials, with strong business acumen.
- Experienced in analyzing and solving problems and making administrative/procedural decisions and judgments.
- Experience in recording and transcribing meeting minutes.
- Must hold a valid California Driver's license and have a good driving record with no serious violations for the previous two-year period and be able to provide proof of current automobile liability insurance.
Typical Working Conditions: Position works from the EPU facility. The position requires the ability to sit and work on a computer for extensive periods of time. Position requires fingering (fine dexterity), repetitive hand and wrist motions.
Equipment Used: Computers, printers, telephones, and fax machines. May require operating of personal vehicle for local travel.
Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen.
This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position.
The position is a part-time 25 hours per week opportunity.
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