Executive Assistant (full-time, remote, California residents only)

(Qualified applicants must live in the State of California.)

Application Instructions

IMPORTANT: Please email both your resume and a cover letter (or cover email) that describes how this position fits your interests, career goals, and work experiences to jhayashi@rpgroup.org . We'd love to hear from you!

Summary

The Executive Assistant assists the Director of Operations in the day-to-day operations of The Research and Planning Group for California Community Colleges (The RP Group). The role provides administrative support to the Director of Operations and Executive Director, other staff, and the Board.

Essential Duties and Responsibilities

Executive Director Support

• Manage Executive Director’s calendar
• Schedule various meetings for Executive Director
• Assist Executive Director with travel arrangements upon request
• Prepare and submit Executive Director’s monthly expense reports

Organizational Support

• Keep track of calendars/events to ensure timely dissemination of information and agendas/materials
• Schedule, coordinate, arrange logistics for, and attend in-person and virtual online staff, Board, and committee meetings
• Draft agendas, prepare materials, and take minutes for various staff meetings
• Prepare reports to be shared with other organizations
• Assist with onboarding of new employees
• Mail birthday cards with gift cards to staff, and other cards/gifts as needed (e.g., sympathy gifts, departure gifts)
• Maintain the G Suite and other administrative applications/software
• Manage the organization’s technology inventory
• Monitor and coordinate responses to all general
• RP Group emails (info@rpgroup.org) and voicemails
• Prepare and submit organization’s monthly expense reports

Board Support

• Draft agendas, prepare materials, and take minutes for various Board and committee meetings
• Assist with onboarding of new Board members and strategic advisors
• Ensure the Board webpage is maintained and provides up-to-date information of all Board members and strategic advisors
• Maintain logistics, rosters, and other housekeeping duties related to the Board as needed
• In partnership with the Director of Operations and Executive Director, provide support to various Board committees
• Prepare monthly updates and Board meeting summaries for the regional representatives to share with the IRPE field
• Prepare and send various communications to the Board (e.g., monthly RP Group updates and Board meeting summaries)
• Monitor and collect reports from RP Group representatives attending statewide committee meetings
• Track Board Development KPIs as applicable
• Process Board expense reports
• Send electronic birthday cards to Board, and other cards/gifts as needed (e.g., sympathy gifts, departure gifts)

Finance Support

• Assist Staff Accountant with:
  • Preparing and uploading monthly invoice documents/support in Bill.com, and processing invoices in Bill.com
  • Collecting on outstanding invoices (i.e., AR collection calls)
  • Preparing monthly budget reports

Additional responsibilities as jointly defined with the Director of Operations and/or Executive Director

Minimum / Essential Required Qualifications

• Associate degree
• Minimum 3 years of directly related work experience in a similar role, preferably supporting C-level executives
• Excellent attention to detail
• Strong written and verbal communication skills
• Proficiency with both the Microsoft Office and Google suites
• Proficiency with Adobe Acrobat
• Technologically savvy
• Resourcefulness
• Ability to think critically
• Highly effective organizational habits and follow through
• Ability to problem solve and deal diplomatically with challenging issues, situations, and people
• Ability to successfully handle competing, high-priority tasks quickly and successfully with effective results in a fast-paced environment
• Familiarity with basic finance operations (e.g., expense report preparation, understanding of financial terms, tracking financial metrics)
• Must live in the state of California
• Ability to travel within California as needed, with some variation from month to month

Preferred Qualifications

• Bachelor’s degree
• Extensive financial experience (e.g., accounting, budgeting, planning, forecasting, cost analysis/management, interpreting financial statements)
• Experience in a nonprofit environment
• Experience using AI software
• Working knowledge of California higher education or the community colleges system

Compensation range

$60,000 to $80,000 base salary, dependent on experience

This role will include full-benefits including 100% paid Employee only medical, dental and vision coverages; 6 weeks PTO, 12 paid holidays + 2 floating holidays; 401(k) Plan with an up to 4% company match and more!

Physical Requirements

Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

About Us

The Research and Planning Group for California Community Colleges (The RP Group) began almost three decades ago as a nonprofit membership driven organization for California community college institutional research planning and effectiveness (IRPE) professionals, designed to provide professional learning and networking opportunities.

Over the last decade, our organization has grown exponentially in its size and scope, adding in the delivery of research, evaluation, planning, and technical assistance services, and expanding our professional development offerings--serving not only IRPE professionals, but also engaging the full range of community college educators, policymakers, funders, and intermediary groups. However, throughout our growth, our Board of Directors, staff, consultants, and volunteers have always remained committed and devoted to achieving a common goal: to increase student success and equity in our 116 California Community Colleges (CCC) and beyond. Through collaboration and a commitment to authenticity and quality, our work is focused on promoting inspired futures for California Community College students in important areas such as equity, success, completion, and employment.

Come join our highly creative, collaborative, and multi-faceted team, working together to promote excellence by using data and evidence to improve outcomes – and the lives – of all community college students. The RP Group, consisting of 15 full-time and part-time staff and 50+ consultants, provides statewide leadership and works locally with colleges and districts to support inquiry and evidence-based decision-making. Quality, authenticity, equity, and collaboration are the central drivers of all our organization’s work and culture. We are a fully remote organization--all employees must live in the state of California.

The RP Group’s Commitment to Equity, Diversity and Inclusion

The RP Group is committed to working proactively to advance the principles of equity, diversity, inclusion, and antiracism throughout our recruitment, compensation, training, and advancement of staff. We are committed to building a team that is equitable, diverse, inclusive, and represents a variety of backgrounds, perspectives, cultures, skills, and experiences, both professional and personal, knowing that the more inclusive we are, the more successful we will be as an organization.

Please visit our website to learn more about our commitment to Equity, Diversity and Inclusion (EDI) in our work and culture, and our mission, vision, and core values in building and nurturing a diverse and inclusive environment.

EEO Statement

The RP Group is an Equal Opportunity Employer and complies with all state and federal laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors and will not be discriminated against.