Executive Assistant and Board Liaison

South Santa Barbara County
Santa Barbara
Full Time
Calm, Inc

About Us:

Founded in 1970, CALM is a community-based mental health agency serving Santa Barbara County with a mission to prevent childhood trauma, heal children and families, and build resilient communities.

Our team of CALM staff and dedicated volunteers share a vision of supporting every family in our community so that every child thrives.

CALM’s guiding principles are:

Clinical Excellence | All-in Approach | Leading the Way | Meaningful Relationships

Work for a mission driven organization committed to transparency, collaboration, and communication. Our values are at the heart of what we do.

Summary:

CALM is looking for a driven and organized Executive Assistant and Board Liaison to join its team. Based in Santa Barbara, this integral role will support the CEO and collaborate closely with CALM’s Board of Trustees to advance initiatives that align with CALM’s mission and vision. The ideal candidate will thrive in a cross-functional environment, anticipating needs, refining processes, and driving projects forward with proactive efficiency. Taking ownership and demonstrating meticulous attention to detail, the Executive Assistant will manage a diverse range of projects and tasks for the CEO, always remaining one step ahead to ensure seamless execution and alignment with CALM’s objectives.

How you will make an impact:

  • Provide strong administrative support to CEO, including managing calendar, coordinating meeting logistics and travel arrangements.
  • Prepare correspondence, communications, and other documents. Gather and analyze information to prepare reports.
  • Participate in meetings and events.
  • Attend Executive, Senior Management, and Leadership Team meetings. Prepare and distribute agendas, records minutes, and manage action items in collaboration with team members.
  • Review and improve administrative procedures, and practices.
  • Complete monthly expense and mileage reports for CEO and Executive Team members.
  • In coordination with colleagues, develop CALM’s monthly internal Mission Moments Newsletter.
  • Compile and maintain sensitive and confidential data as requested by CEO, including detailed records of any legal issues. File and retrieve documents and reference materials.
  • Assist the CEO and the Board of Trustees with the development and implementation of the agency’s strategic plan and associated activities.
  • Serve as primary contact for Board members. Maintain the Board portal with meeting agendas and information. Contact Board members on matters needing attention between board meetings.
  • Attend all Board and Committee meetings. Manage the Board’s annual cadence, as well as each Committee’s cadence and charter documents. Coordinate meeting logistics, including planning for the annual board retreat, and record and distribute minutes. Maintain regular contact with committee and workgroup chairs and coordinates activities, as needed.
  • Assist CEO, Board Chair and Governance Committee with the board nominations process. With CEO, analyze current and projected composition of CALM’s Board of Trustees, and all committees, and advise CEO and Board Chair on committee membership to ensure demographic balance and use of Board members’ skills.
  • Coordinate Board orientation programs, including maintenance of the board manual on an annual basis. Draft needed Board policies/procedures and keep accurate and up-to-date Board files.
  • Organize and maintain Board and committee rosters and mailing lists.
  • Coordinate Board social events, such as holiday parties, summer gatherings, and other special events. Coordinate recognition activities for outgoing Board members or for outstanding service.
  • Other duties or projects as assigned.

Role requirements:

  • Bachelor’s degree (BA/BS) in Business Administration or related field, from an accredited college or university.
  • At least 3-5 years of executive administration or project management experience; experience working in the non-profit sector, with a Board of Trustees, and familiarity with fund development efforts preferred.
  • Must have a valid California driver’s license, clean DMV record and criminal record clearance from the DOJ.

Essential knowledge, skills, and abilities:

  • Strong commitment to CALM’s mission, vision, and strategic plan.
  • Strong commitment to diversity, equity, and inclusion.
  • Strong commitment to confidentiality with the ability to work with discretion, diplomacy, and integrity.
  • Strong computer and technology skills, including Microsoft Office, Teams, Zoom and other web-based systems.
  • Proven skills in problem-solving, resourcefulness and decision-making with good judgment.
  • Proactive, detail-oriented with strong organizational abilities. Able to prioritize competing responsibilities with effective time management skills.
  • Ability to work independently and collaboratively as part of a multi-disciplinary team.
  • Comfortable providing constructive feedback to staff.
  • Strong communication and interpersonal skills, ethics, and demonstrated ability to develop & maintain productive relationships across employee groups.
  • Excellent verbal and written communication skills.

Physical Demands:

  • Prolonged periods sitting, listening, and observing or working on a computer
  • Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl
  • Drive from one location to another
  • Lift and /or move up to 20 pounds at times

Compensation & Benefits:

CALM offers an array of clinical opportunities, including promotion, prevention, early intervention, and treatment in an array of settings, including CALM’s clinics, early care and education centers, and pediatric offices.

CALM partners with more than 75 partner organizations to further its mission and serves 2500 clients per year.

Benefits:

Culture & Wellness Events

Schedule flexibility

100% Employer sponsored Life Insurance (1x Salary)

100% Employer sponsored Medical/Dental/Vision Insurance for Employees

60% Employer sponsored Medical/Dental/Vision Insurance for Dependents

403b Retirement Plan with a 3% Match, increasing to 5% after 7 years

AD&D, Long-Term Disability and Voluntary Benefits

Medical and Dependent Care FSA

Employee Assistance Plan that provides access to mental health, legal, and financial resources

Monthly Data Stipend of $35

Benefits opt-out stipend of $5,400/year

10 days of PTO for 1st year of service, increasing each year and 80 hours of sick leave

13 Paid Holidays

 Professional Development Support

Compensation:

CALM is committed to being an “employer of choice” and strives to recruit and retain qualified, high performing employees committed to our mission. Competitive compensation that rewards excellent performance is integral to this goal.  CALM’s compensation program is designed to be externally competitive, internally equitable, and financially sustainable.  CALM regards compensation holistically and considers wages, benefits, a supportive and positive work environment, staff wellness, on-going professional development, and work-life balance all critical aspects of our total rewards program.

The salary range for this role is $62,400-95,680

 

The salary range provided denotes the minimum and maximum rates applicable to the position. Factors influencing the placement of newly hired employees within this range include their specific skills, qualifications, relevant experience, and comparison with existing employees in similar roles. Typically, newly hired employees are positioned below the midpoint of the salary range.

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