Executive Office Administrator - Central Office

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Job location
1430 Franklins St Suite 103
Oakland, CA 94612
United States
Organization information
Organization name: 
California Rural Legal Assistance
Street address: 
1430 Franklin St Suite 103
City: 
Oakland
State: 
California
ZIP: 
94612
Job type: 
Administrative/Financial
Position Description: 

Summary

The Executive Office Administrator has responsibilities in two areas:
1.Office maintenance and administration which encompasses directing and coordinating Central office services and ensuring the effective functioning of the Central office.
2.Executive Administrative duties providing high-level administrative support to the organization’s key executives (e.g. Executive Director, Co-Deputy Director, etc.).

Essential Functions

Executive Administration
1.Provide administrative support to executive team members performing duties such as:
◾Making travel arrangements and maintain individuals’ calendars
◾Typing reports, memos, letters and other documents as requested
◾Participating in project tasks as requested
1.Perform general administrative roles, including sorting and distributing incoming correspondence, answering phone calls, directing calls to appropriate parties (or taking messages), etc.
2.Perform Board of Directors (BOD) administrative assistant duties:
◾Research and implement cost effective travel, lodging and conference arrangements
◾Coordinate all logistics for BOD meetings, including assisting BOD members in making travel arrangements
◾Supervise the creation and distribution of BOD meeting packets
◾Ensure the timely delivery of high quality BOD meeting minutes in English and Spanish
◾Assist BOD officers in administrative tasks as necessary
◾Very limited travel
1.Assist in adhering to Record Retention requirements by filing and removing corporate documents, records and reports, etc.

Office Maintenance & Administration

1.Manages the day-to-day systems and operations of the facility (e.g., minor repairs, HVAC issues, mail services, building access, etc.), working with vendors as necessary to preserve all systems effective functioning.
2.Supervises the maintenance of office equipment (e.g. copiers, fax machines, etc.) working with vendors as necessary to ensure their full functioning.
3.Manages the entrance and atrium area to maintain a professional image.
4.Assists in the maintenance and alteration of office / tenant areas and equipment as necessary.
5.Coordinates purchases of office supplies and furniture, office equipment, etc. for the Central location in accordance with company purchasing policies and budgetary restrictions. As needed assists office locations with such purchases.
6.Assists in property management tasks (e.g. responding to tenant needs, maintaining lease terms, etc.) with existing tenants.
7.Participates as needed in special office administration projects.

Other Duties

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.

Requirements: 

Required Education and Experience
1.At least three years supporting senior or executive leaders in comprehensive administrative duties
2.At least one year of experience performing Board of Director administrative assistant functions
3.Prior experience in office administration duties, specifically including: vendor management, and day-to-day office management
4.Outstanding professionalism and customer service skills in all interactions.
5.Bilingual (Spanish/English) abilities.

Preferred Education and Experience

A highly qualified and desirable candidate would also have the following:
1.Familiarization with Legal services / organizations
2.Prior experience working in similar functions in the non-profit sector
3.Prior experience working with a multi-location organization
4.At least one-year experience in tenant and/or property management
5.Working experience with translation services
6.An Associate Degree or greater

Notes: 
CRLA is an equal opportunity employer and values diversity. All interested individuals, including women, people of color, people over forty, veterans, people who identify as LGBTQ, people with disabilities are encouraged to apply.
Salary range: 
$49,00 to $69,000
Submission deadline: 
Tuesday, January 2, 2018
Expiration date: 
Tuesday, January 2, 2018