Executive Assistant

Seneca-Family-of-Agencies; Oakland (CA); Hybrid; USD 55,000 - 59,000; Full time

Benefits offered by this job

5 weeks of Paid Time Off

11 Paid Holidays

Medical, dental, vision coverage

Chiropractic, acupuncture, fertility"

Long-term disability

Family leave

Life insurance

Promotional opportunities

Job summary

Seneca-Family-of-Agencies in Oakland, CA seeks an Executive Assistant to support the CEO and Executive Office. You will manage correspondence, calendars, emails, meetings, travel, and key administrative records while acting as a liaison within leadership and external partners.

The role emphasizes detail orientation, collaboration, and project support, with a schedule Monday–Friday, hybrid work, and growth opportunities across the agency in California.

Qualifications

• Bachelor's degree or equivalent with related work experience
• Experience coordinating with multiple departments under deadlines
• Proficiency with MS Office, Adobe suite, and databases
• Excellent written and verbal communication skills
• Ability to prioritize and multitask in a fast-paced environment

Responsibilities

• Process and manage all correspondence to and from the Executive office
• Prepare correspondence and documents for the Executive Office and CEO
• Maintain the CEO’s calendar and email
• Coordinate meetings and events, including travel arrangements
• Maintain Board and Executive Office files
• Serve as liaison for external and staff communication with the CEO
• Distribute information and develop reports as directed
• Answer and screen phone calls as needed

Skills

Microsoft Office

Adobe Suite

Electronic databases

Organizational skills

Analytical skills

Written communication

Multitasking

Education

Bachelor's degree + 1 year experience

Associate degree + 2 years experience

High school diploma/GED + 3 years experience

Job description

• Pay or shift range: $40.12 USD to $42.62 USD The estimated range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.

Description

Are you someone who enjoys being the organizational hub a busy executive office and takes pride in keeping operations running smoothly? Consider apply and become our Executive Assistant!

You will support the CEO and Executive Office by managing correspondence, calendars, email communications, meeting logistics, travel arrangements, and important administrative records. As a key liaison, you'll help foster clear communication between leadership, staff, board members, and external partners while tracking assignments and supporting special projects. We hope to see your application if you're a detail-oriented professional who thrives in a collaborative environment and enjoys making a meaningful impact behind the scenes.

ABOUT SENEC A

Seneca has been nominated among the Bay Area’s Top Workplaces for several consecutive years. We’re committed to providing traditionally marginalized communities with a network of excellent mental health, community-based, and educational services. We are committed to building a diverse staff. Our programs deeply engage in conversations and training on Diversity, Equity, and Inclusion to bring equity and justice to the youth and families we serve.

Responsibilities

• Process and manage all correspondence to and from the Executive office
• Prepare correspondence and special project documents for the Executive Office and CEO as needed
• Maintain the CEO’s calendar
• Track and manage the CEO’s email account
• Coordinate and support meetings and events by managing logistics, scheduling, and traveling arrangement
• Maintain all aspects of the Board Meetings, Administrative Meetings and Program Directors' Meetings
• Maintain all Executive Office files
• Serve as liaison for external and staff communication with the Executive Office and CEO
• Distribute information and assignments and develop and track reports as directed by the Executive Officers
• Cover telephones as needed

Qualifications

Required:

• Education/experience requirements:
  • Bachelor's degree + 1 year of applicable work experience OR
  • Associate degree or equivalent + 2 year of applicable work experience OR
  • High school diploma/GED + 3 years of applicable work experience
  • Applicable work experience includes any paid or unpaid experience in an administrative capacity requiring customer service, data entry, ability to prioritize multiple projects within strict deadlines, and coordination with multiple departments
• Pass computer test assessment
• At least 21 years of age
• TB test clearance, fingerprinting clearance, and any other state/federal licensing or certification requirements

Preferred:

• Ability to work as a team member
• Strong attention to detail

Skills of an ideal candidate:

• Proficiency with the Microsoft Office suite, Adobe suite, and electronic databases
• Excellent organizational, analytical, writing, and communication skills
• Ability to prioritize projects and multitask in a fast-paced work environment

SCHEDULE

• Full-time
  • Monday - Friday, 9am - 5:30pm
• Hybrid; provide in-person services with capacity to complete administrative tasks remotely
• Starting at $40.12 - $42.62 per hour, commensurate rate with experience
  • Additional compensation upon pass the bilingual language proficiency exam
  • Salary increase every year
• 5 weeks of Paid Time Off and 11 Paid Holidays
• Medical, dental, vision, chiropractic, acupuncture, fertility coverage
• Long-term disability, family leave, and life insurance
• Promotional opportunities across the agency in California

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.