The Executive Assistant (EA) provides administrative support to the Chief Executive Officer, the Development Director, and other members of CommuniCares leadership team. The Executive Assistant serves as the liaison to the Board of Directors and other external agency contacts. He/she/them maintains the agency wide social media calendar, supports social media campaigns and channels as needed, updates and maintains the Development CRM (Customer Relationship Management database), supports donor relations, and Development event planning.

CommuniCare Health Centers is a Federally Qualified Health Center providing comprehensive patient-centered primary care services including Primary Care, Dental Services, Behavioral Health Services and substance use treatment, to the target population of people living in Yolo County who have barriers to access care (for example, a low income, are uninsured or underinsured).

SITE/HOURS: Temporary Full-time position, 40 hours per week, Mon- Fri. All hours are at our CommuniCare Health Centers Administrative Office. Travel to other sites may be necessary.

CommuniCare Health Centers provides an inclusive workplace that promotes and values diversity and life experience. CommuniCare encourages people of all backgrounds to apply including, but not limited to those who identify as: Black, indigenous, people of color, LGBTQIA+ persons, immigrants, refugees, women, people with disabilities, veterans, individuals of all ages and religions, as well as those who have experienced the criminal justice system.

RESPONSIBILITIES:

The following reflects managements definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

CEO Support: Duties and Responsibilities:

• Coordinate and schedule appointments and meetings.
• Manage CEOs calendar and help facilitate CEOs time management.
• Support communication and documentation with Board of Directors, including preparing and distributing board packets, attending meetings, taking minutes, and following up with board members regarding varied tasks.
• Take minutes at all CEO-led organizational meetings.
• Prepare public speaking presentations using Power Point or other software.
• Serve as primary liaison between Board and CEO/Executive Team.
• Perform a variety of administrative duties, including and not limited to scanning, printing, copying, filing, and mailing/s.
• Maintain accurate and up-to-date digital filing and organization of key documents.
• Update and maintain the agency organization chart.
• Schedule meetings and room assignments; oversee set-up, food, and equipment, as needed.
• Follow up on phone calls, research issues, and prepare paperwork for reports.
• Draft letters or reports, as needed.
• Coordinate travel arrangements.
• As needed provide leadership and coordination for social media campaigns.
• Update and maintain the social medial calendar in SharePoint.
• Other duties as assigned

Clinical Administrative Support:

• Support other administrative functions including physician call schedules and holiday closure and change in hours of operation notices; and organize advanced medical directives.
• Coordinate organizational activities with clinical staff.
• Serve as the liaison between clinic staff, the translation service, and the printer in obtaining quotes and ordering educational materials.
• Create and update provider fact sheets.
• Update provider information on the website.

Development Director Support: Duties and Responsibilities

• In collaboration with Development Director, maintain donor lists.
• In collaboration with Development Director, maintain the donor database and donor relations follow-up.
• Record and acknowledge all agency gifts/donations in a timely and appropriate manner.
• Provide administrative support for donor and other company events.
• Participate in and support Development related event planning.
• Create Development related announcements in Mailchimp.
• Collaborate with program leads on the development, purchase, and distribution of promotional materials agency wide.
• Manage Yelp account.
• In collaboration with Development Director, manage social media campaigns.
• Other duties as assigned.

MINIMUM POSITION REQUIREMENTS:

Education/Experience: Four-year degree in related field from accredited college or university or equivalent experience required. Five or more years of experience working as an Executive Assistant strongly preferred. Experience supporting fund development activities desired. Ability to speak Spanish a plus.

Special Skills/Equipment and expectations:

• Demonstrated commitment to organizational mission, vision, and values.
• Highly organized, accurate, and detail-oriented.
• Strong interpersonal skills. Ability to work effectively with all people with a variety of background and educational levels, both internally and externally.
• Ability to demonstrate high level of professionalism in all communications.
• Effective and flexible written and verbal communication skills including proofreading abilities (accuracy, grammar, and tone).
• Ability to learn new computer programs readily and effectively, including donor database.
• Demonstrated impeccable honesty and integrity.
• Interest and ability in positively and professionally representing CommuniCare to the public.
• Demonstrated knowledge of compliance issues within the community clinic environment.
• Ability to maintains confidentiality of sensitive information including but not limited to: personnel information, donor information, and patient information.
• Sensitivity to and willingness to interact with persons of various social, cultural, economic and educational backgrounds.
• Advanced level of proficiency with Microsoft Office applications including Outlook, Word, Excel and PowerPoint.
• Strong organizational skills with ability to prioritize projects, work independently, manage multiple tasks, and meet deadlines.
• Demonstrated strong and effective problem solving and decision-making skills.
• Requires the use of a car, valid CA drivers license, and insurance.

Physical Requirements 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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to operate office equipment, including copiers, fax machines, computer equipment. Must be able to sit for long periods of time, with occasional walking. Requires a moderate level of mobility, dexterity, and flexibility in order to perform essential functions. The employee is occasionally required to stand, walk, bend, reach with hands and arms, and to lift 25 lbs. Hearing and close vision abilities required. Work is performed in a typical office environment with moderate equipment noise. Travel to all agency sites required. COMPLETED COVID-19 VACCINATION REQUIRED

PAY RATE:

• The pay range for this position is $25.70/hr. -$36.80/hr. Starting pay within this range will vary depending on the job-related knowledge, skills, and experience
• May be eligible for annual 2% + 0-2% merit-based pay adjustment (0-4%)

BENEFITS:

• Medical Insurance: Kaiser, Sutter Health Plus, Western Health Advantage
• Dental/Vision
• Flexible Spending Plan (before-tax savings plans)
• Employee Assistance
• Retirement 403b (including match)
• Robust PTO, Floating Holiday, Emergency Sick Time & Paid Holidays

ADDITIONAL BENEFITS:

• Resilience/ professional development support opportunities, including but not limited to: Licensed clinical consultation group, group team meetings, Persons of Color Coalition and specialized clinical consultation group for those providing services in Spanish.