Position Summary
- 30-40 hrs/week - Hourly, Exempt
- Pay Range: $21.63-$28.85/Hour
- Exceptional Benefits & Culture.
Eden Counseling Services seeks a well-organized, dynamic professional who will bring care and enthusiasm to their work as Executive Assistant supporting the Leadership Team at our therapy clinic office in Castro Valley, serving the local community.
Our Eden staff pride themselves on making a difference in the lives of the youth and families in our local community. As the Executive Assistant, you will maximize that difference through optimizing efficiencies, effective organization, exceptional communication, and administrative support.
Eden: A Workplace Unlike Any Other!
There are sections below that will tell you more about the details of this particular position. What we want to tell you more about first is what it’s like to work at Eden Counseling Services:
At Eden, we prioritize YOU—our team members. Our 501(c)(3) mental health nonprofit is dedicated to creating an outstanding work environment supporting professional and personal growth. Here’s why Eden stands out:
- Home to New Clinicians and Emerging Leaders: At Eden, we’re committed to helping our clinicians and staff to grow into confident and skilled contributors and leaders at Eden and beyond. Benefit from personalized mentorship and skill cultivation from our world-class leadership team. We ensure you have the tools to succeed and advance in your career, including dedicated professional development funds and paid time for learning.
- Unmatched Benefits: Eden employees enjoy 46 days of PTO per year, including 19 paid holidays, paid agency closure for the last week of the calendar year, 15 days of vacation, and 12 days of sick leave*. Plus, our 30-hour minimum for full-time benefits access gives you the flexibility to rest or pursue other passions. Enjoy 100% healthcare premium coverage for employees (70% for dependents; yes, this includes vision and dental, too) and a 401(k) plan with a 4% match. Additionally, Eden is an approved employer for the ** (PSLF) and may qualify for other similar programs.
- Psychological Safety: The co-creation of safety for all who walk through our doors is core to who we are. This allows us to foster a culture where we celebrate mistakes as a part of the learning process and where each of us gets to learn from each mistake. We also believe in multidirectional communication, asking for and acting on your feedback at every level.
Who Succeeds at Eden?
You will be most likely to fit in here if you have the following qualities:
- Take Your Work Seriously and Yourself Lightly: You see this work as essential and put effort and passion into excellence in all aspects. At the same time, you can maintain the humor and fun necessary to balance how heavy the work can become. You also maintain clear and healthy professional boundaries with clients and colleagues, which is personal to each of us.
- Alignment with Our Clinical Values: We provide care that is always Client-Centered, Trauma-Informed, Neurodiversity-Affirming, and LGBTQIA+-Affirming. We practice cultural humility, which provides for actively exploring one's own intersectional identities and respecting and honoring those of others.
- Collaborative: You work well with others, sharing knowledge and supporting your colleagues. You are authentic and reflective in your communications and connections with colleagues and clients.
- Curious and Humble: You see feedback as an opportunity for growth and seek understanding as much as to be understood. You know we all have more to learn from one another, regardless of title, experience, age, or role. You are hungry to soak up more perspectives and ways of thinking about clinical practice.
- Ownership: You take pride in and are responsible for your work, utilize available resources (including peers), and propose solutions when presenting concerns. You see the work assigned to you as yours to complete, seeking support as needed.
Join Eden, where your well-being is as important as your work. Experience a supportive, growth-oriented workplace that values your contributions and invests in your future.
*Based on a 40-hour work week. Employees who work fewer hours have their PTO prorated. Vacation and sick time are accrued over the first year. Employees with tenure greater than three years may accrue additional vacation time. Eden also offers other types of paid days off as needed, including bereavement, jury duty, etc.
**Created under the College Cost Reduction and Access Act of 2007, PSLF allows borrowers who work full-time for nonprofits and government agencies to have their outstanding debt forgiven tax-free on Federal Direct Loans after making 120 qualifying monthly payments under a qualifying repayment plan.
Position Overview
The Executive Assistant reports to the Resource and Development Manager, who oversees Office Management at Eden, and seeks a bright, resourceful, effective problem-solver with the skill and experience to provide unmatched support to our Co-Executive Directors.
The Executive Assistant will prioritize the needs of the Leadership Team and quickly learn to anticipate the needs of the Co-Executive Directors, helping them ensure that Eden Counseling Services remains a highly sought-after mental health resource in our community.
The Executive Assistant will address challenging situations and evolving priorities promptly and gracefully. They will have a strong work ethic and demonstrate pride in their work. It is crucial that this person maintains high ethical standards and handles confidential information with integrity.
Overall, the ideal candidate brings a desire for excellence, skills, experience, AND caring compassion that remembers “why” we are providing these services.
Roles and Responsibilities
Executive Director Support
- Receiving, screening, and directing visitors, callers, mail, and email
- Development and implementation of efficient and effective systems for the management of Executive Team tasks, time, projects, and communications to ensure timely, accurate, and compliant completion
- Working closely with and keeping the Executive Team well-informed of upcoming commitments
- Meeting preparation, attendance, and note-taking (e.g., agenda, background information, briefing materials, talking points)
- Deliverables preparation (formatting, etc.)
- Drafting correspondence and responses, sending e-faxes
- Calendar management, appointment-making, and event coordination
- Comprehensive administrative and logistical coordination
Facilities Support
- Responsible for ensuring that the clinic and office spaces are tidy and well-supplied
- Filing, scanning, and organization of digital files
- Office equipment and supply management (e.g., maintenance, purchasing)
- Processing staff supply requests
- Processing maintenance and repair requests
- Inventory management for outreach materials
Program Support/Project Support
- Proactively seeking out best practices and new technology tools for implementation
- Supporting Agency to meet or exceed Program Deliverables
- Proposing and employing quality improvement and efficiency strategies
- Actively troubleshooting identified challenges, seeking support as needed
- Proactively communicate about project progress and challenges
- Auditing and maintaining Program Manuals, account credentials, and electronic files
- Supporting and organizing the recruiting, hiring, and onboarding of new trainee cohorts each year
- Monitor deadlines on Agency Calendar and staff renewals (HIPAA, Mandated Reporter, etc.)
Agency Level Initiatives
- Maintain Agency branding
- Actively participate in projects affecting the whole organization at the direction of, and in collaboration with, the Executive Team
- Support infrastructure and development projects, performing specific tasks as assigned
- Participate in Eden Admin and project meetings, as scheduled
Team/Culture Representative
- Create a safe, welcoming, and professional space for the team, communicating effectively and conscientiously using strength-based language and philosophy.
- Encourage a strong sense of teamwork, connectedness, and collaboration among program staff members and the agency.
- Maintain Edens Culture practices: acknowledgment of diverse cultural remembrances and celebrations, team birthday acknowledgments, and team celebrations.
- Demonstrate professionalism and ability to navigate complex situations and conversations at all times and with all stakeholders.
Core Competencies
- Dependable and accountable.
- Must be committed to addressing issues of stigma and discrimination
- Flexible, collaborative, strength-based team player and problem solver
- Efficient with excellent time management and organizational skills
- Strong interpersonal skills, verbal and written communication skills
- Value and model self-care
- Strong critical thinking skills
- Technologically inclined with basic computer skills (MS Office & Google Suite)
Qualifications
- EDUCATION: Bachelor’s Degree (preferred)
- ADMINISTRATIVE EXPERIENCE: 4 Years (preferred)
- Valid California driver’s license and current automobile insurance.
Other Compensation
- Medical insurance (100% premium coverage for employees; 70% premium coverage for dependents)
- Dental insurance (100% premium coverage for employees; 70% premium coverage for dependents)
- Vision insurance (100% premium coverage for employees; 70% premium coverage for dependents)
- Flexible schedule
- 401(k) with 4% Matching
- 46 days of annual paid leave amongst vacation, sick, and holiday leave
- Supportive/Collaborative work environment
- Opportunities for growth and professional development
- Holiday and employee celebrations
Job Type: Full-time
Pay: $21.63 - $28.85 per hour
Expected hours: 30 – 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- Choose your own hours
- Day shift
- No nights
- No weekends
Experience:
- Google Sheets: 3 years (Required)
Ability to Commute:
- Castro Valley, CA 94546 (Required)
Ability to Relocate:
- Castro Valley, CA 94546: Relocate before starting work (Required)
Work Location: Hybrid remote in Castro Valley, CA 94546