Executive Assistant (EA)

Rubicon Programs seeks an experienced Executive Assistant (EA) with strong operational skills to support the Chief Executive Officer (CEO) and the Executive Team (ET), with particular emphasis on scheduling and time management, management of administrative tasks, and logistical planning. This position will also play a key role in promoting an inclusive, high impact and collaborative culture. This is an exempt role reporting to the CEO. 

RESPONSIBILITIES:

Executive Partnership and Administration 

• Compose routine and non-routine correspondence, without direction, for signature by the CEO.
• Prioritize, and respond to emails and voicemails, and meeting and media requests for the CEO.
• Draft and format letters and emails including potentially confidential information, both internally and externally.
• Prepare necessary correspondence and other documentation for the use during and resulting from meetings of the ET and Board.
• Prepare confidential documents required by the CEO including memos, agreements, draft policies, regulations and presentations.
• Coordinates and provides administrative support for various aspects of Rubicon Board and committee meetings; responsible for Board schedules, minutes, and corporate compliance under the guidance of the COO(VP of Operations)
• Order supplies and materials as needed.
• Prepare various reports and documents using Microsoft Office software and perform a wide variety of administrative tasks, requiring independent judgment and action. 
• Delivers key logistical support, including document editing and printing, processing and submitting expense reimbursements, booking travel accommodations, timesheets and leave requests for the CEO.   
• Provides extensive and effective management of the CEO’s calendars and appointments (ensuring a clear purpose and strategic use of time.) May also support CPO(VP of Programs) with calendar and email management.
• Supports the Executive Team with planning for meetings, managing logistics, developing materials, capturing notes, and disseminating timely follow-up. 
• Assists with logistical planning for broader organizational meetings as needed under the direction of the CEO or ET. 
• Works closely with the relevant allies, partners, consultants, and divisions across the organization to coordinate meetings and/or events.  

Operations Support and Administration 

• Support COO(VP of Operations) on Governance and Corporate compliance matters; manage regulatory compliance calendar; filing and retrieving corporate records, documents, reports, and filings with state and local government entities. 
• Support the Development team with time-sensitive data processing, donor communication, and grants and contracts development and submission. 

 
QUALIFICATIONS:

• Strong relationship building and ability to partner effectively with diverse audiences. 
• Commitment to advancing equity and furthering justice, equity, and belonging using antiracist principals.  
• 5-7 years of progressive experience supporting senior-level executives.  
• Advanced Microsoft Suite and Intermediate Office 365 and Zoom skills. 
• Demonstrate sound judgment, flexibility, and patience; exercise discretion in dealing with highly confidential and sensitive matters – both internally and externally. 
• Excellent meeting, event planning, and logistics coordination. 
• Strong project management skills – highly organized, enviable time management skills, detail-oriented, ability to consistently meet deadlines, and move and follow up on action items. 
• Familiarity with the world of social change organizing and advocacy. 
• Skilled or willing to be trained on our organization-wide competencies - Coaching, Cultural Responsiveness, Motivational Interviewing, and Trauma-Informed Practices. 
• Comfortable managing up and across a widely dispersed ecosystem.

COMPENSATION AND BENEFITS

• $34-37/hour
• Medical, Dental and Vision health plans. Kaiser and Sutter Health options.
• 3 weeks paid vacation and sick leave, 13 paid holidays.
• 4 days paid restorative holiday between Christmas and New Years.
• Employer sponsored retirement plan.
• Pre-tax transportation and flexible spending accounts.

About Rubicon

An $18M non-profit Rubicon, provides direct services at eight locations in Alameda and Contra Costa counties and operates a growing commercial landscape social enterprise program that is a leader in sustainable practices. Rubicon transforms East Bay communities by equipping people to break the cycle of poverty. Recognized as a national leader in workforce development, Rubicon provides individualized one-on-one career advising, job search support, financial education, wellness and legal services, to very low-income people who face significant barriers to achieving economic mobility.

Rubicon is a 2022 Great Place to Work, on a journey towards becoming a high-road employer and an anti-racist organization. We are committed to systems change and advocacy through efforts like expanding and deepening Employee Resource Groups; the launch of an internal Racial Justice Task Force; and implementation of talent and culture supports that acknowledge and facilitate healing from the direct and indirect effects of racial trauma.

Rubicon actively recruits staff members with a diversity of culture, thought, and lived experiences who are not only highly skilled, but who consistently demonstrate a commitment to our vision of an East Bay without poverty and are passionate about this work.

Rubicon is proud to be an Equal Employment Opportunity/Affirmative Action Employer and values diversity of culture, thought, and lived experiences. We seek talented, qualified individuals regardless of race, color, religion, sex, pregnancy, marital status, age, national origin or ancestry, citizenship, conviction history, uniform service membership/veteran status, physical or mental disability, protected medical conditions, genetic characteristics, sexual orientation, gender identity, gender expression regardless of physical gender, or any other consideration made unlawful by federal, state, or local laws. 

Rubicon uses E-Verify to validate the eligibility of our new employees to work legally in the United States.