How to Apply:
Applicants need to live in California some travel in California to Conference and events 3 to 4 times a year, the rest of the job is remote. Interested candidates apply for this position only by apply through indeed.
Required Documents:
- Professional Cover Letter
- Resume
- 3 References
- Letter of Recommendation (optional)
Please Apply through Indeed!
About Us: California Community College Association for Occupational Education (CCCAOE) is a state-wide, membership-driven organization of career educators, faculty, staff, and administrators. Together we create a greater voice and impact in shaping career education throughout our state. We are currently seeking a highly organized and detail-oriented Executive Assistant with a strong multi-tasking, financial literacy skill set to support our Association. This role is crucial in ensuring the smooth operation of operational functions and providing financial insights to aid in decision-making.
Organization Name: CCCAOE
FLSA Status: Non-exempt
Employment Status: Part-time Regular
Primary Location: Remote
The Executive Assistant will report directly to the Executive Director of the Association. This is a remote position with some in-person aspects to the job for attending conferences and events. This position will provide high-level administrative support to the Executive Director, managing daily operational tasks. The ideal candidate will have exceptional organizational skills, an understanding of managing QuickBooks, with capabilities to prepare Profit and Loss statements for the organization, strong Microsoft office skills such as; Excel, Word, PowerPoint, and Outlook, and the ability to handle sensitive information with discretion.
Associate's Degree (or other 2-year degree)
Bachelor's Degree
High School Diploma - or the equivalent (for example, GED)
Some College Courses
Administrative - Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology.
English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership techniques, production methods, and coordination of people and resources.
Basic Skills
- Active Learning- Understanding the implications of new information for both current and future problem-solving and decision-making.
- Active Listening- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
- Critical Thinking- Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
- Learning Strategies- Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
- Mathematics- Using mathematics to solve problems.
- Monitoring- Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
- Reading Comprehension- Understanding written sentences and paragraphs in work-related documents.
- Science- Using scientific rules and methods to solve problems.
- Speaking- Talking to others to convey information effectively.
- Writing- Communicating effectively in writing is appropriate for the needs of the audience.
Social Skills
- Coordination- Adjusting actions in relation to others' actions.
- Instructing- Teaching others how to do something.
- Service Orientation- Actively looking for ways to help people.
- Social Perceptiveness- Being aware of others' reactions and understanding why they react as they do.
Complex Problem-Solving Skills
- Complex Problem Solving- Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
Resource Management Skills
- Time Management- Managing one's own time and the time of others.
- Communication – Frequent email and virtual communication with the Executive Director, fellow staff, board members, and organization members.
- Work Setting – Primarily remote with 3 - 1 week, in person events per year.
- Environmental Conditions – Conference & Events: working inside and outside depending on the event.
- Job Hazards – Very unlikely to encounter hazards.
- Body Positioning – Frequent and extended sitting. Conference & Events: Sitting, Standing, walking, kneeling, bending, stooping, twisting, and lifting/moving up to 20 lbs.
- Work Attire – Conference & Events: CCCAOE attire
- Routine versus Challenging Work – Balance of routine and challenging work, schedule may change last minute due to Board requests.
- Pace and Scheduling – Worker will be required to meet company deadlines.
Primary Job Duties
Administrative Support:
- Manage and maintain the executive director’s schedule, including appointments, meetings, and travel arrangements.
- Prepare and edit correspondence, reports, presentations, and other documents.
- Handle incoming and outgoing communications, prioritizing and directing them as appropriate.
- Communicate effectively both in written and oral communications
- Manage complex tasks effectively in a high-stress environment during peak seasons, including the ability to set priorities, achieve objectives, and meet deadlines.
- Work with little direction and act independently within a guided framework with varying levels of direction, planning, and ambiguity.
- Attend weekly Zoom meetings with the CCCAOE Executive Director
Financial Management:
At the direction of the Executive Director:
- Prepare budgets, forecasting, profit and loss statements and financial reporting.
- Prepare expense reports, manage reimbursements, and track budgets.
- Liaise with the Executive Director and Association Treasurer to ensure accurate and timely processing of financial transactions and documents.
- Provide clerical support in the process of orders and invoices for the Association.
- Liaise with the organizations accounting firm to maintain appropriate financial records and filing.
· Conference and Events:
At the direction of the Executive Director:
- Maintain the registration platform and emails for all conference and events.
- Attend Fall and Spring Conferences to help manage the conference registration and assist attendees with the check-in process.
- Assist with all events, set-up, tear-down, and follow-up processes for all conference events.
- Assist the Executive Director and Event Coordinator with as needed tasks during the conference.
· Electronic File Management:
- Maintain electronic files for the association, ensuring a well-organized and efficient file system.
- Maintain event archives, documentation, and metrics within CCCAOE file management system for future planning
· Confidentiality and Discretion:
- Handle sensitive and confidential information with the utmost discretion.
- Maintain a high level of professionalism and integrity in all interactions.
Tools
Desktop computers
Notebook computers
Scanners
- Data input scanners
- Scanners
Technology
Accounting software
- Intuit QuickBooks
- Registration Platform Software
Calendar and scheduling software
- Appointment scheduling software
- Calendar and scheduling software
Cloud-based data access and sharing software
Desktop publishing software
- Desktop publishing software
- Microsoft 365
Document management software
- Adobe Acrobat
- Records management systems
Financial analysis software
Graphics or photo imaging software
Human resources software
Internet browser software
- Internet browser software
- Web browser software
Office suite software
- Microsoft Office software
- Office suite software
Presentation software
- Google Slides
- Microsoft PowerPoint
Spreadsheet software
Video conferencing software
- Google Meet
- Microsoft Teams
- Zoom
Web page creation and editing software
- Facebook
- Google Sites
- LinkedIn
- Social media sites
Word processing software
- Google Docs
- Microsoft OneNote
- Microsoft Word
Note:
- This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.
Job Type: Part-time
Pay: $28.00 - $34.00 per hour
Experience:
- Microsoft Excel: 1 year (Required)
- Microsoft Powerpoint: 1 year (Required)
Work Location: Remote
