Executive Assistant

Valley Mountain Regional Center is excited to offer an outstanding opportunity for a highly organized, detail-oriented, and professional individual to join our team as Executive Assistant for the Executive Director.

The Executive Assistant will provide high-level administrative, organizational, and coordination support to the Executive Director, VMRC Board of Directors, and Executive Team. This position plays an important role in supporting executive operations, Board governance, organizational communications, and special projects. The ideal candidate will demonstrate exceptional communication skills, professionalism, independent judgment, initiative, and the ability to manage multiple priorities while maintaining the highest level of discretion and confidentiality.

What You Will Do:

Provide Executive-Level Administrative Support

• Manage the Executive Director’s calendar, schedule meetings, coordinate appointments and travel arrangements, and prioritize competing commitments and deadlines.
• Serve as the primary point of contact for the Executive Director’s office, preparing executive correspondence, reports, presentations, and meeting materials; coordinating special projects; and maintaining confidential records.

Coordinate Board of Directors & Governance Activities

• Coordinate VMRC Board of Directors and committee activities, including scheduling meetings, preparing agendas and meeting packets, distributing notices, and preparing accurate meeting minutes.
• Maintain Board records, calendars, and governance documents; coordinate Board member orientation and training; and ensure required materials are distributed and posted in accordance with applicable requirements.

Support Executive Communications & Public Relations

• Prepare and coordinate internal and external communications, including agency-wide announcements, stakeholder correspondence, website updates, and social media content.
• Collaborate with the Human Resources Director and other departments to develop and distribute organizational communications and public-facing materials.

Maintain Organizational Efficiency & Confidentiality

• Compile information for audits, surveys, reports, and organizational requests while developing and maintaining administrative tracking systems, databases, and records.
• Exercise independent judgment and discretion in managing competing priorities, maintaining confidentiality of sensitive information, and identifying opportunities to improve Executive Office operations. Perform other related duties as assigned.

Key Responsibilities:

• Provide high-level administrative support to the Executive Director and Executive Team.
• Manage executive calendars, appointments, correspondence, and communications.
• Coordinate VMRC Board of Directors and committee meetings.
• Prepare Board agendas, meeting packets, notices, and official meeting minutes.
• Ensure Board materials are distributed and posted in accordance with applicable requirements.
• Coordinate special projects, assignments, and organizational initiatives.
• Prepare executive reports, presentations, spreadsheets, and other business documents.
• Support internal communications, website updates, and social media coordination.
• Maintain confidential executive, personnel, and Board governance records.
• Coordinate follow-up on executive assignments and Board directives.

Why You'll Love Working with Us:

Mission-Driven Impact: Support an organization dedicated to helping people with developmental disabilities enrich their lives through choices and inclusion.

Meaningful Support: Play an essential role in supporting executive leadership and Board governance while contributing to VMRC's overall mission and organizational success.

Collaborative Environment: Work closely with executive leadership, Board members, employees, government agencies, community partners, and stakeholders while helping strengthen communication and organizational operations.

To view the complete Executive Assistant job description, click here: Executive Assistant

Qualifications:

• Five years of progressively responsible experience providing high-level administrative support to executive leadership, senior management, or a governing board.
• Demonstrated experience coordinating complex meetings, managing executive calendars, preparing professional correspondence and reports, and maintaining confidential records.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence, reports, meeting minutes, presentations, and other business documents.
• Demonstrated ability to exercise sound judgment, initiative, discretion, and confidentiality when handling sensitive information.
• Strong interpersonal skills and the ability to establish and maintain effective professional relationships with individuals from diverse communities and backgrounds.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.

Highly Desirable Qualifications:

• Associate degree or higher in Business Administration, Public Administration, Communications, or a related field.
• Experience preparing Board meeting agendas, compiling Board packets, taking official meeting minutes, and maintaining governance records.
• Experience coordinating organizational projects and tracking assignments and deadlines across multiple departments.
• Experience with website content management, social media coordination, and organizational communications.
• Bilingual communication ability in Spanish.