Executive Assistant First 5 OC Administration

Salary : $75,000.00 - $90,000.00 Annually
Location : Santa Ana, CA
Job Type: Full-Time
Job Number: EAF5OC-0225-5OC (O)
Department: * First 5 OC Administration
Opening Date: 02/05/2025
Closing Date: 2/20/2025 11:59 PM Pacific

CAREER DESCRIPTION
First 5 Orange County

Executive Assistant

Application Deadline: Thursday, February 20, 2025 at 11:59 PM (PST)
About First 5 Orange County

We envision an Orange County in which all children reach their full potential. The groundwork for this vision is set during a child's earliest years. Frist 5 Orange County partners with many organizations working toward creating and maintaining an early childhood system that families experience as a seamless network of care.

Since our inception 25 years ago, First 5 Orange County has become a leading convener and collaborator, as well as a valued capacity builder and funder of best practices with an emphasis on elevating equity. In these roles, we offer the community deep expertise on the importance of early childhood in human development and the conditions that children and families need to thrive.
Our Values

Respect

We recognize and value the inherent worth of all coworkers, partners, and community members and treat everyone with the same level of appreciation, kindness, understanding, and helpfulness.

Teamwork

Through collaboration, dedication, and effective communication, we work together to fulfill our mission to serve the children and families of Orange County to the best of our collective ability.

Accountability

Through reliability, personal and organizational responsibility, and honesty, we honor commitments to teammates, partners, and the community.
Summary of The Position

Reporting to the President/CEO, the Executive Assistant is primarily responsible for providing administrative support to First 5 OC's President/CEO, Vice Presidents and other senior leadership as assigned. The Executive Assistant is also responsible for managing all aspects of First 5 OC Commission, Committees and other meetings, including preparation, logistics, and minutes. This position plays a critical front-office role, welcoming guests and responding to questions in the office environment and at external meetings and events.

The work requires a commitment to be a team player, actively collaborating with colleagues and partners, with a mission-oriented mindset and a willingness to do whatever it takes to get the job done. Being able to multi task, prioritize, and communicate proactively with leadership are a necessary skills for this position.

First 5 Orange County has a relatively small staff, and sometimes the work requires everyone to pitch in on day-to-day tasks. At times this position maybe asked to assist leadership to shepherd a project to completion and it will take project management and facilitation skills. This will typically require managing input from multiple team members, integrating input and reporting back to the leadership team on progress and barriers to assist with problem solving and timing.
Essential Job Responsibilities

• Manages and coordinates all aspects of CEO and Vice Presidents' calendars, travel arrangements, meeting schedules, and other administrative tasks.
• Completes monthly purchasing card reporting activities on behalf of CEO and Vice Presidents.
• Proactively establishes a weekly staff meeting calendar, anticipating planned holidays and making necessary adjustments. Prepares and distributes weekly internal staff meeting agenda. Takes meeting notes, highlights required actions, and documents the meeting in shared file storage.

• Manages scheduling of onsite & offsite events including booking venue, organizing registration, catering, invitations and follow-ups. Supports the meeting organizer with copies of agenda and background materials as needed. Sets up and cleans up scheduled meetings as needed. Manages conference call line, Doodle Poll accounts and web-based meeting tools scheduling.

• Manages printing, delivery, storage, and distribution for all reports, flyers, maps, labels, etc.

• Manage payment processing for internal office day to day needs (mobile devices with cellular services, Stamps.com, Fed Ex, Zoom, Box App, Go to Meeting, Doodle, cellular provider).
• Fulfills duties of safety officer ensuring we are following our emergency policy and procedure.

• Maintained office aesthetics through managing decor selection, scheduling and ensuring routine and more in depth cleaning, and effective organization strategies, ensuring a conducive and professional work environment for all staff member.
• Annually updates and maintains contact data and lists in selected platform
• Manages logistics for First 5 OC Board including agenda tracker, monitor staff reports & resolutions, public hearing notices, compilation and distribution process, space/location, calendar invites, and maintenance and filing of all related records to Clerk of the Board and other appropriate offices. In compliance with all Brown Act requirements. Serves as host for all remote meetings and practice sessions. Performs quorum call and prepares alternate memos and related paperwork filing in advance of the scheduled meeting and ensures approval by Clerk.
• Supports the yearly schedule of Technical Advisory Committee meetings and action items that are required by statute or otherwise. Manages logistics for these meetings including but not limited to distribution process, space/location, calendar invites, and maintenance and filing of all related records to Clerk of the Board and other appropriate offices. In compliance with all Brown Act requirements.
• Responsible for First 5 OC conflict of interest (Form 700) requirements for staff members, consultants, Commissioners and Committee members.
• Responsible for the completion of mandatory training Ethics or Commissioners, Committee members, Consultants, and internal staff.

Skills and Experience Required

• At least three years of recent executive assistant experience.
• Proficiency with Microsoft Word, Excel, and PowerPoint. Box, Zoom, DoodlePoll.
• Ability to work independently and manage multiple concurrent projects.
• Ability to be present in First 5 OC offices or other designated work location five days per week. Ability to travel within Orange County as needed for meetings.

• Ability to communicate verbally and in written form.

Physical, Mental, Environmental and Working Conditions

• Speak and hear well enough to communicate clearly and understandably in person to individuals and groups and over the telephone
• Vision ability to read, count and write to accurately complete all documentation and reports.
• Specific vision abilities include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.
• Possess manual dexterity sufficient to use hands, arms and shoulders repetitively to operate a keyboard, utilize office equipment, and to write.
• Ability to work in a standard office environment, including some lifting, bending, stooping, standing, kneeling, or walking.

ADDITIONAL INFORMATION
Employer Address Phone Website

First 5 Orange County 1505 E. 17th Street, Suite 230, Santa Ana, CA 92705 714-834-5310

Salary and Benefits

Starting Salary $75,000 - $90,000. Negotiable and commensurate with experience.

Benefits include Medical Insurance, Dental Insurance, Vision Insurance, Defined Benefit Pension Plan, Vacation/Sick Leave.

Special Requirements

This is an "at-will" position. Incumbents in this position will serve at the discretion of First 5 Orange County and can be terminated at any time. In such an event, the candidate has no right to any appeal or grievance procedure under any rule or regulation of First 5 Orange County or the State.
Location
The position is based in Santa Ana and is in-person, includes nights and weekends when necessary.
Apply
Submit a resume, cover letter, and a business memo writing sample on a topic of your choice to

EEO INFORMATION
First 5 Orange County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.
This position does not offer any benefits.
If you have any questions, please contact the recruiter for this position. The recruiter should be listed on the Job Posting.