Executive Assistant at the California Council on Science and Technology (CCST)

August 23, 2022 |  

How to Apply

Please submit a cover letter and resume through our application portal. The cover letter should explain your interest in the position and your relevant skills and experience.

 

About CCST

California’s most pressing public policy issues require solutions that engage the State’s extraordinary research and innovation enterprise. CCST is a nonpartisan nonprofit created via the California Legislature in 1988 to provide objective advice from California’s leading scientists and research institutions on policy issues involving science and technology (S&T). Despite California’s rich intellectual capital and long tradition of crafting future-facing policies, structural barriers prevent its policymakers from readily accessing the S&T expertise in research institutions resident in the state. CCST works with a range of government, research, and philanthropic partners to build more agile, inclusive, and impactful S&T advisory frameworks; elevate policymaker awareness of the S&T contributions of California’s research institutions; and foster a more diverse and inclusive network of S&T-savvy policy leaders.

For more information, please visit https://ccst.us/.

 

Core values

The pillars of our organizational identity, our core values of service, independence, and partnership are anchored in our foundational commitments to diversity, equity, and inclusion.

  • Service We are driven by a desire to serve and see S&T applied to public policies that provide all Californians with opportunities to participate and prosper.  We connect our diverse network of S&T experts with policymakers to help them fulfill their missions.
  • Independence  As a nongovernmental, nonpartisan institution, we operate independently of organizations and individuals with a stake in the outcome of State policy decisions. We engage inclusively with S&T experts from a broad range of disciplines and lived experiences, serving as honest brokers of their knowledge and perspectives.
  • Partnership We work across institutions, partnering with academic, research, governmental, philanthropic, and other communities to leverage their collective expertise and diverse perspectives to fulfill our mission.

 

POSITION OVERVIEW: EXECUTIVE ASSISTANT

Do you want to be part of an innovative organization that is helping California build a more just, resilient, and equitable future by connecting the state’s extraordinary science expertise with its policymakers designing lasting change? The Executive Assistant is a key member of our team who manages and provides administrative services and operational tasks vital to the continuing success of CCST. You will need to be a self-starting, independent worker who can thrive in a busy and motivated organization, with sharp attention to detail, strong organizational and problem-solving skills and an extraordinary ability to multitask. This position is responsible for providing high-level administrative support to our CEO and Board of Directors and, as needed, to each of our departments: Science Services and the Science and Technology Policy Fellows Program, Philanthropy and Communications. The position is located in Sacramento, CA.

 

REPORTING RELATIONSHIPS

Position reports directly to the Deputy Director and under their direction works closely with the CEO, CCST Science Services, Communications, Philanthropy and the S&T Policy Fellows Program; Board of Directors; and other CCST stakeholders.

 

PRIMARY RESPONSIBILITIES

60% Provide high-level administrative support and execution for the CEO and other CCST leadership as needed to ensure the successful management of the CEO’s impacted schedule and effective implementation of CCST activities.

  • Provides high-level, confidential administrative support to the CEO including handling the scheduling of meetings, travel logistics, preparation of background materials for meetings and events, and the drafting and distribution of correspondence on behalf of the CEO.
  • Briefs the CEO in a timely fashion regarding priority projects, meetings, and deadlines.
  • Manages the CEO’s calendar by understanding the demands on their time, prioritizing issues according to urgency, and allocating time accordingly.
  • Performs administrative and scheduling support to the CCST Board of Directors under the direction of the CEO.
  • Provides administrative support as needed for various CCST projects and programs including, but not limited to, scheduling travel, arranging meetings, and handling information requests. This includes providing project support for Program Associates and Science Officers on work required for the successful operation and implementation of study contracts.
  • Works on special projects as directed by the CEO.

20% Assists with logistical needs for CCST projects, programs, and events including receptions, S&T Week, and yearly CCST Partner Institution site visits.

  • Supports the CCST Science Fellows Program Manager with coordinating fellowship training and interviews, logistics and travel, ongoing professional development seminars, and database reports and tracking.
  • Assists in developing invitations, programs, and other materials for CCST events.
  • Collects and maintains RSVP lists, directs the booking of event spaces, and works with colleagues to coordinate all event logistics.
  • Coordinates travel plans and schedules for CCST guests participating in and/or attending various events.
  • Operates webinar logistics, prepares meeting notes and minutes for all projects when needed.
  • Assists with publications for external distribution including but not limited to proofreading and editing the following: peer-reviewed reports, one-pagers, and public relation materials.
  • Liaises between colleagues and outside contractors such as graphic artists and print shops.

20% Directs the daily administrative operations for the CCST office for the successful operation of a busy office and effective implementation of CCST activities.

  • Regularly answers phones, maintains the main office calendar, and coordinates office activities.
  • Keeps the office organized and well-stocked with office supplies.
  • Keeps the kitchen stocked with essentials and ensures it stays clean.
  • Analyzes and resolves operational problems related to the functioning of the office and various CCST accounts, for example: Dropbox, Slack, and Zoom.
  • Ensures that office tech and software are in good working order; proposes replacements when necessary.
  • Assists HR & Bookkeeping Associate as needed with events and activities related to staff morale and team building.

 

REQUIRED QUALIFICATIONS

  • High School Diploma and 5+ years of relevant experience
  • Working knowledge in administrative procedures and processes including word processing, spreadsheet, and database applications.
  • Strong verbal and written communication skills, active listening, critical thinking, multi- tasking, and time management skills.
  • Excellent interpersonal skills, with ability to work as a team member within an established office structure.
  • A strong sense of accountability, including commitment to organizing, prioritizing, and planning work activities according to established timelines and schedules, and the ability to anticipate issues in accomplishing work and communicating in advance to affected parties. Ability to use sound judgment in responding to issues and concerns.
  • Demonstrated ability to meet multiple deadlines by maintaining a high level of organization while also remaining flexible.
  • Ability to use discretion and maintain all confidentiality.

 

CCST has implemented a mandatory vaccination policy effective October 1, 2021 requiring COVID-19 vaccinations for all employees. As of June 17, 2022 staff are also required to provide proof of a COVID-19 vaccination booster. In accordance with CCST’s duty to provide and maintain a workplace that is free of known hazards, we are adopting this policy to safeguard the health of our employees and their families, our partners and visitors, and the community at large from infectious diseases that may be reduced by vaccinations. Employees seeking an exemption from this requirement for medical or religious reasons may submit an accommodation request, which will be reviewed on a case-by-case basis.

 

SALARY RANGE

$50,000 – $65,000

 

BENEFITS

  • Competitive salary
  • 403b retirement plan (matching funds after one year of employment)
  • Medical, dental, and vision insurance options
  • Currently our office follows a hybrid work schedule
  • Help build the future and do meaningful work every day that motivates you!

 

APPLICATION DEADLINE

Applications will be accepted until the position is filled.

 


The California Council on Science and Technology is an equal opportunity employer. We make hiring decisions based on qualifications, merit, and our organization’s business needs. We do not discriminate based on race, color, religion, sex, age, national origin, gender identity, sexual orientation, physical or mental disability, veteran status, pregnancy, or any such status protected under federal, state, or local law.

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