Executive Assistant I #2165

Job Title: Executive Assistant I – Requisition #: 2165

Job Type: Full-Time, Non-Exempt, Non-Bargaining Unit, Confidential  – Location: Santa Barbara

Job Summary: Supervised by the Executive Assistant to the Executive Director. In a person-centered manner, will perform skilled administrative, communications, and support services to the Executive Office. This position will be performing duties to primarily support Executive Office and Board of Director duties. In addition, this position interacts with TCRC Management and Staff in a variety of activities in support. Must work independently and as part of a team.

Primary Functions:

• General office support on a routine basis to include scanning and mailing letters and other documents; coordinating and scheduling appointments and meetings; and making
• Prepare files for scanning; scan documents into databases; maintain updates and organization of scanned documents; archive and purge files according to established policies and procedures.
• Assist with coordination of specific event logistics including scheduling conference rooms, scheduling webinars, arranging for audio/visual requirements, catering, and room set up/clean up.
• Provide clerical and editorial support for the development of presentations, brochures, handouts and participant materials.
• Make copies, assemble binders and participant
• Complete or revise forms, letters, reports, and other documents using word processing and spreadsheet software.
• Work on special projects, some of which may support other teams or departments, or Board of Directors activities.
• Assist with informational requests related to various TCRC audits and
• Record minutes during meetings, send and manage related communications, keep log of action items and follow up with responsible parties.
• Make copies and assemble packets for various meetings, including meetings of the Board of Directors or Board Committees, TCRC Directors and management.
• Assist with various volume mailings, including making copies, folding, stuffing envelopes, mail merging, making labels, labeling, sorting, counting and /or tracking.
• Update and distribute lists, rosters and other information documents
• Assist with writing and revising various policies, procedures, plans and processes.
• Perform additional duties as assigned.

Skill Requirements:

1. The successful candidate will be self-motivated, detail-oriented, creative, energetic, and highly
2. Able to prioritize work and meet deadlines with minimal supervision
3. Able to maintain confidentiality
4. Strong communication, interpersonal and telephone skills
5. Effectively interact with all stakeholders
6. Ability to work cooperatively with others and be a strong team member
7. Excellent data gathering and problem -solving skills
8. Tact, initiative, discretion, good judgment
9. Reliable and customer service oriented
10. Experience scheduling appointments, conference calls, and arranging large group
11. Excellent organizational skills with attention to
12. Ability to perform basic arithmetical
13. Excellent keyboard/typing and minute taking skills
14. Knowledge of office practices and procedures, including but not limited to filing, grammar, spelling, punctuation, composition and record keeping
15. Able to periodically work outside of normal work hours to assist with early morning or evening meetings (typically, not more than twice per month).

Minimum Qualifications:

1. Proficient computer skills – Word, Excel, PowerPoint, Inter/Intranet
2. Extensive knowledge of office methods, procedures, practices, equipment
3. BA/BS degree preferred.
4. Three years relevant experience.

Physical Requirements: