Background
First 5 Ventura County envisions a future where all Ventura County children are born healthy, thrive in nurturing environments, and enter school prepared and eager to learn. Catalysts for systemic change, we partner with parents, school districts, community leaders, and social and healthcare agencies to develop a service system that meets community needs. Our mission is to strengthen families, communities, and systems of care for children prenatal to 5 years through investments, expertise, and leadership, so all children reach their full potential.
First 5 Ventura County (F5VC) is part of a statewide voter initiative established under the California Children and Families Act of 1998 (Proposition 10\), funded through an increased tax on tobacco products.
Position Description
The Senior Office Administrator (Executive Assistant), under the direction of the Executive Director, is responsible for providing high level administrative support and project coordination to the Executive Director and other senior leadership as assigned. This position is also responsible for managing all aspects of the First 5 Ventura County Commission and committees, including preparation, logistics, and minutes. The work requires a commitment to be a team player, actively collaborating with colleagues and partners, with a goal\-oriented mindset. Being able to manage multiple responsibilities, prioritize, have excellent attention to detail, expert communication skills, and work proactively with individuals in leadership positions are necessary skills for this position.
Typical Duties and Responsibilities
Duties may include but are not limited to the following:
● Manages and coordinates all aspects of Executive Director’s calendar, travel arrangements, meeting schedules, emails, and other administrative tasks.
● Provides Commission (F5VC’s governing board) support, including:
● Provides administrative support for Commission and Committee meetings, including scheduling meetings, preparing agendas, assembling and distributing packets, posting on website, scheduling and attending meetings, taking and transcribing meeting minutes, and recording official action taken at commission meetings; maintaining official meeting records, such as resolutions, contracts, and other official files and documents; maintains rosters of commission members, ensures that records with the State or other governing agencies are kept up\-to\-date; follows\-up on outstanding action items from each Commission meeting where necessary.
● Communicates professionally with Commissioners members, Committee members, and other community members.
● Understands and complies with provisions of the Brown Act; drafts and arranges for the legal publication of notices, postings, ordinances and public hearings; ensures compliance with legal requirements governing the conduct of closed sessions.
● Prepares correspondence and reports independently; researches and prioritizes incoming issues, prepares itineraries and coordinates meetings/participants' schedules; sorts, screens, prioritizes, and routes incoming mail.
● Receives and screens office visitors, answer questions where judgement, knowledge or interpretation of policies, procedures, and laws are necessary, exercising discretion and providing exemplary customer service.
● Works closely with the ED to keep them informed of upcoming commitments and responsibilities, following up appropriately and prioritizing conflicting needs.
● Coordinates purchases as assigned (e.g., obtain quotes, prepare purchasing requests, place approved orders, track orders, delivery, installation, and support payment processing).
● Coordinates F5VC sponsorship of certain community events, including receiving requests, evaluating viability, coordinating logistics, and seeking approvals.
● Maintains staff meeting calendar, anticipating planned holidays and making necessary adjustments. Supports the preparation of internal staff meeting agendas. Takes meeting notes, highlights required actions and follows up as appropriate.
● Creates presentations and documents using desktop publishing software, proofreads and edits materials.
● Supports management with special projects, including gathering data, coordinating project logistics, and monitoring project timelines.
● Collects data and oversees the state compliance portion of the annual audit.
● Assists with Requests for Proposals/Qualifications processes such as preparing documents; receiving and tracking applications; and distributing applications to review committee.
● Ensures office supplies remain well stocked, manages office equipment repair and maintenance.
● Maintains an inventory of Commission property including, furniture, computers, peripherals and phones and supports the preparation of an annual schedule of replacement value. Develops collaborative system(s) with fiscal and procurement staff and gathers necessary information.
● Performs some basic troubleshooting of computer issues with staff and determines when issues need to be escalated to the outsourced IT service provider. Assists with agency and workstation compliance with HIPPA.
● Assigns and tracks staff Gmail accounts, reset passwords as needed.
● Works with relevant office vendors including phones, internet, janitorial, etc. Maintain strong working relationships, provide initial level of troubleshooting.
● Proactively manages document retention and destruction, following policies and guidelines.
● Maintains confidentiality of privileged and sensitive information to ensure staff and client confidence and operational integrity.
● Maintains desk manual to document internal procedures for position.
● Prepares and maintain a variety of administrative records, including being responsible for managing conflict of interest (Form 700\) reporting requirements for staff members and Commissioners.
● Works collaboratively with the F5VC team.
● Other duties as assigned.
QUALIFICATIONS
Education
Associate’s degree or equivalent required in administration, communications, business, or related field is desirable. Bachelor’s degree is desirable.
Experience
Five or more years of experience as an Executive Assistant or Administrator, Administrative Assistant and/or secretarial experience. One (1\) year experience working with boards or commissions is highly desirable.
Successful background and criminal clearance required, including but not limited to, California Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Department of Motor Vehicles (DMV).
Knowledge, Skills, and Abilities
● Knowledge of principles and practices of modern office administration and executive support and ability to apply appropriately for a public entity.
● Knowledge of meeting coordination procedures, including preparation of agendas, minutes, and supporting documentation.
● Knowledge of office technology and software applications including word processing, spreadsheets, presentation software, AI research, and databases.
● Produces accurate, thorough and reliable work, demonstrates consistent attention to detail, ensures consistency in formatting/fonts, proper documentation, etc.
● Excellent interpersonal skills and ability to interact with internal staff, public officials and community members.
● Excellent verbal, written, and oral communication skills. Considerable use of tact, diplomacy, discretion and judgment.
● Excellent time management skills with a proven ability to meet deadlines.
● Demonstrates analytical and critical thinking skills. Takes initiative to resolve issues, accessing available resources/data/information to problem solve and propose solutions.
● Ability to perform research, compile data and prepare reports.
● Mission\-driven and self\-directed, with a demonstrated passion for First 5 Ventura County’s work to strengthen families and improve child outcomes.
● Ability to handle multiple priorities; navigates and is adaptive to ambiguous, fast\-paced environments; handles uncertain situations professionally and reasonably; and maintains flexibility to respond to changing circumstances or priorities.
● Strong decision\-making skills with use of good judgment in recognizing scope of authority.
● Ability to work well as a team member and independently while collaborating with others to achieve desired goals/results.
● Awareness of confidentiality laws. Handle confidential information with discretion and sensitivity to and respect for the privacy rights of clients, client families, and providers in all communications.
● Knowledge of, or ability to learn, Brown Act requirements for public agencies.
● Represents First 5 Ventura County in a professional manner.
Work Environment
● Some travel, primarily within the County and State to attend various meetings and seminars.
● May require working some evenings and weekends.
● Work is sometimes physical, requiring setting up for meetings, lifting or carrying cumbersome materials of up to 25 pounds, e.g., easels, flip charts, refreshments, brochures, etc.
● Possession of a valid California Driver’s License and appropriate insurance OR ability to travel to necessary locations via public transportation or alternative methods
● Position works in person in Ventura most days, and may be eligible for hybrid/remote work but must be available for in\-person meetings throughout the week.
Pay: $32\.68 \- $37\.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person