Executive Assistant, Workforce Development

Summary: The Executive Assistant will serve as a key advisor to the Sr. Vice President/Executive Director and help administer the Sr. Vice President/Executive Director executive office and related functions. The Executive Assistant is responsible for providing comprehensive support to the Sr. Vice President/Executive Director on a variety of high-level scheduling and day to day management. The Executive Assistant will manage a variety of operational components for the Workforce Development team while providing support in the development and implementation of new/existing Construction Education Foundation (CEF) programs and resources. 

Essential Duties and Responsibilities: included but not limited to the following. Other duties may be assigned.

• Provides detailed and sophisticated calendar management for the Sr. Vice President/Executive Director and other members of the WFD Senior Leadership Team including:  Director, Workforce & Community Development and Director, Training & Education.  Prioritizes inquiries and requests while troubleshooting conflicts; makes judgements and recommendations to ensure smooth activities.
• Assists the Sr. Vice President/Executive Director and other members of the WFD Senior Leadership Team including; the Director, Workforce & Community Development and Director, Training & Education with special projects; designing and producing complex documents, reports and presentation; collecting and preparing information for meetings with staff, external stakeholders and members. Composing and preparing correspondence; maintaining contact lists and preferences confidentially.
• Supports the Sr. Vice President/Executive Director and other members of the WFD Senior Leadership Team including: the Director, Workforce & Community Development and Director, Training & Education in all administrative tasks including but not limited to, completing expense reports, assisting with travel plans, assisting with itineraries, agendas and compiling documents. Maintains a high level of organization with a very high volume of complex information and multiple projects.
• Coordinates activities with and serves as the primary point of contact for internal team and external stakeholders on all matters pertaining to the office of Sr. Vice President/Executive Director, the WFD Senior Leadership Team and the larger WFD team.
• Acts as liaison to the AGC CEF Board of Directors. Provides a broad variety of support tasks including but not limited to: planning meetings, preparing meeting packets, minutes, and compiling documents. Assists in development and management of documents related to AGC CEF’s strategic plan, goals and all related goals/initiatives.
•  Serves as a liaison of the WFD Sr. Leadership Team to the WFD Coordinators, providing regular organization, communication, updates and training on new/existing administrative policies, procedures and systems.  Provides on-going guidance and mentorship to ensure all Coordinators are consistently implementing approved administrative policies, procedures and systems necessary to effectively support the WFD Management Team.
• Supports Sr. Vice President/Executive Director and Sr. Leadership Team in development and early implementation of new WFD projects/programs.
• Maintains critical WFD/CEF documents including but not limited to; bylaws, policies and procedures, and budgets. Prepares personnel requisitions, and assists with screening, preparation of job descriptions, and onboarding of new WFD employees. The confidential/sensitive documents will be maintained in strict confidence in order to ensure internal integrity.
• Performs regular maintenance and oversight of the WFD team and staff members on behalf of the Sr. Vice President/Executive Director. This includes monitoring performance goals and project timelines for other senior WFD staff positions as well as reviewing and approving time off requests and timecards for SVP/ED direct reports.
• Coordinates overall WFD team operations by planning internal staff & Sr. Leadership meetings, preparing meeting agenda, taking meeting minutes and providing follow up reports. The EA will assist the Sr. Vice President/Executive Director in communicating internal initiatives and tactical changes
• Primarily responsible for CEF Accounting function; ensures all financial records are organized, AP/AR is current and reported accurately to Sr. Vice President/Executive Director, Sr. Leadership Team and the CEF Board of Directors. Serves as primary liaison to AGC Finance Team on all CEF Accounting issues and reports.
• Supports the Sr. Vice President/Executive Director and Brand & Content Manager in routinely reviewing AGC/CEF webpages for critical/timely updates and edits and submits to AGC Comms/Marketing Team for completion.
• Supports the Sr. Vice President/Executive Director and Fund Development Manager in drafting and sending donation/sponsorship requests to prospect donors/sponsors.  Processes invoices and payments once donations/sponsorships are confirmed.
• Supports the Sr. Vice President/Executive Director and Fund Development Manager in updating the donor/sponsor database to include basic donor information, donations/sponsorships and payment status and creating and sending “thank you” and/or tax documentation to donors/sponsors.
• Supports Sr. Vice President/Executive Director and Fund Development Manager in grant research, tracking, development and timely submission of grant applications. Responsible for tracking and calendaring all major deadlines for grant applications and progress reports.
• Manages WFD office supply inventory by checking stock to determine inventory level; anticipating needed supplies; pacing and expediting order for supplies; verifying receipt of supplies. Manages the set-up and payment of WFD/CEF storage units in various locations across the state in partnership with the Chief of Staff.
• Manages WFD office/storage spaces at AGC HQ ensuring at all times they are organized, presentable and safe to navigate for staff and visitors.
• Attends and represents the Sr. Vice President/Executive Director and/or WFD team at AGC and other industry events and meetings.
• Provides additional administrative support as well as back-up event/program coordination for all WFD programs as necessary and/or assigned.
• Provides backup support to other AGC Executive Assistants and Chief of Staff when necessary.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Certificates, Licenses, Registrations:  A current CA driver’s license and proof of auto insurance are required.