Executive Assistant

About Interfaith Community Services:

As North County's largest social services agency, Interfaith Community Services has been "helping people help themselves" since 1979. The organization provides a wide range of programs designed to empower hungry, homeless, and low-income community members to begin a pathway towards self-sufficiency. Each year, Interfaith Community Services impacts?more than?20,000 community members by providing basic needs and nutrition support, social services, shelters and housing, employment development, senior services, veterans programs and addiction recovery support.

Together, in partnership with 250+ diverse faith communities, more than 1,700 recurrent volunteers, and a growing staff of over 275, Interfaith provides a safe-haven and pathway towards self-sufficiency for more than 20,000 community members annually.

If you're passionate about making a difference and thrive in a service-driven environment, we invite you to be part of our mission!

What You'll Do:
In the Executive Assistant role, you’ll provide executive-level administrative support to the CEO, COO, and Chief Development Officer (CDO). This includes administration, communications, general office support, fiscal duties, special events, and agency relations activities, including managing complex calendars and scheduling meetings and other activities. The Executive Assistant works closely with the Executive Team to prioritize and coordinate tasks. The Executive Assistant also staffs the Board of Directors, supporting meeting materials and administrative items related to Board governance.

In addition, the Executive Assistant participates in special projects of a complex nature and in the planning of goals. All of these duties require the use of tact, strict confidentiality in the handling of sensitive information, excellent customer service, independent judgment, discretion, strong organizational skills, and flexibility, documentation of issues and outcomes, and follow-through.? The ideal candidate is an exceptional communicator who is comfortable interacting verbally and electronically with a wide range of individuals who work closely with the CEO, COO, CDO, and Interfaith Community Services. This individual serves as an extension of the Executive Team, representing the organization with professionalism and discretion while supporting and advancing Interfaith’s mission and values of compassion, dignity, social justice, accountability, and unity.

The approximate allocation of support is as follows:

• 40% CEO support
• 25% COO support
• 20% CDO support, including coordination with donors and key stakeholders
• 15% Board support and special projects

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Dedicated to the mission and work of Interfaith Community Services
• Provides executive support to the CEO, COO, and Chief Development Officer, including calendar management, meeting coordination, donor and stakeholder communications, and special projects
• Provides additional support to other Executive Team Members, Directors, and the organization at large, as needed
• Communicates verbally and in writing with regional leaders, professional executives, board members, staff, volunteers, clients, donors, and community partners
• Manages the CEO’s, COO’s, and CDO’s schedules and calendars
• Coordinates administrative support for the Board of Directors and Members
• Updates and manages SharePoint Board Portal containing all Board documents and relevant information; provides support for agencywide SharePoint internal information sites
• Books activities and events, including travel arrangements, car rentals, and hotels
• Coordinates meetings and visits with a wide variety of Interfaith stakeholders, including board members, donors, community partners, public officials, and organizational leaders; coordinates scheduling, logistics, agenda and materials, reminders, and related follow up
• Greets, assists, and directs visitors and callers in a positive manner; directing individuals to the appropriate individual
• Reviews invoices for accuracy and prepares invoices and purchase orders, presenting each for approval and processing
• Processes expense and mileage reports
• Assists in special events such as holiday parties and community gatherings
• Serves as Notary Public in support of the organization's business
• Other duties as assigned by supervisor