Confidential Executive Assistant

City Heights Community Development Corporation • San Diego, CA

11d

About The Position

Under the supervision of the Chief Advising Officer, the Executive Assistant will provide high-level administrative support to our organization's executives, ensuring the smooth functioning of our overall operations. The Executive Assistant is responsible for coordinating executive schedules, facilitating communication between staff members and stakeholders, and managing a variety of administrative tasks.

Requirements

• Commitment to the mission of the organization
• A minimum three (3+) or more years of relevant executive support experience.
• Professional experience providing confidential administrative support to executive(s)
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to work independently and as part of a team.
• Excellent communication skills, both verbal and written
• High proficiency in all areas of Microsoft Office to include Outlook, Word, Excel and PowerPoint
• Demonstrated relationship-building skills; possesses solid judgment, critical thinking skills, and a sense of teamwork and community
• Capacity to work with minimum supervision and be proactive in completing multiple tasks concurrently

Nice To Haves

• Event planning and management experience
• Ability to speak and write in a second language other than English (Spanish, Somali, Swahili, Arabic, Vietnamese, or other language)

Responsibilities

• Provide high-level, confidential administrative support to Executive Leadership.
• Manage highly sensitive information and materials with discretion, including legal, financial, board, and organizational matters.
• Draft, safeguard, and proofread correspondence and communications on behalf of the CEO and executive leadership.
• Serve as a trusted gatekeeper, exercising judgment in prioritizing executive access, communications, and scheduling.
• Coordinate confidential communications with funders, government officials, and key stakeholders.
• Support CEO and executive leadership with governance, compliance, reporting deadlines, and confidential matters.
• Manage schedules, arrange meetings, distribute agendas, and coordinate logistics.
• Attend meetings, take notes, and communicate action items to participants.
• Assist with research, data compilation, and report preparation to support the executive team’s work.
• Organize and maintain both electronic and hard copy files to ensure access and security.
• Handle travel arrangements, including booking flights, accommodations, transportation, and preparing itineraries.
• Plan and organize special events, conferences, or workshops, including securing venues, catering, and preparing materials.
• Prepare and edit presentations for executive meetings and public engagements.
• Serve as a point of contact for internal and external stakeholders, managing relationships and communications effectively.
• Oversee special projects assigned by leadership, managing timelines, communication, and resources.
• Staff the front desk as needed, answer calls, and maintain office supplies and equipment.
• Complete general administrative tasks, including drafting documents, preparing reports, ordering supplies, and managing records.
• Perform additional duties as assigned by leadership.

Benefits

• Medical, dental, vision
• 401(k) with employer match
• Employee Assistance Program
• Generous PTO and 11 paid holidays
• 9/8/80 schedule (off every other Friday)
• Flexible/remote work options
• Professional development support
• Parental Leave: unpaid leave offered consistent with California Paid Family Leave (PFL).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 11-50 employees