Executive Administrative Assistant COO

Think Together•Santa Ana, CA

3d•Hybrid

About The Position

The Executive Administrative Assistant provides comprehensive administrative and operations analytics to senior leadership. The role is responsible for serving as a primary point of contact for internal and external stakeholders and may serve as a liaison to the board of directors and senior management teams. The Executive Administrative Assistant organizes and coordinates executive meetings, works independently on projects as applicable, from conception to completion, and manages a wide variety of activities and confidential matters with the highest degree of discretion.

Requirements

Bachelor’s degree or equivalent combination of education and years of experience.
7+ years of experience in a similar role (business or non-profit setting highly preferred).
Highly organized with impeccable accuracy and attention to detail.
Strong sense of urgency and thrives in a fast-paced environment.
Exceptional time-management and prioritization skills.
Strong interpersonal skills and the ability to communicate well (verbally and in writing) with staff, board members, partners, donors, and other stakeholders.
Excellent writing and note-taking skills.
Self-starter and team player who demonstrates initiative and welcomes and acts on feedback.
Demonstrated sound judgement and discretion, and maintain confidentiality.
Commitment to THINK Education’s vision and mission to partner with schools to change the odds for kids.
Proficiency with all Microsoft Office software products (including SharePoint and Teams).
Expertise managing Zoom meetings (host, waiting room, sharing slides, recording).
Strong Excel skills and comfortable working with data, budgets, and reports.
Highly proficient at PowerPoint design.
Must pass Live Scan (criminal background check).
Provide and maintain a clear tuberculosis (TB) test throughout employment.
Reliable transportation is required to meet the needs of the position.
While driving may not be a regular requirement, employees who operate a personal or company vehicle related to work location requirements must maintain, and provide Human Resources, proof of a valid driver’s license and automobile insurance.

Nice To Haves

Salesforce.com experience, preferred.

Responsibilities

Oversee Executive Office Operations: Own and oversee the day-to-day operations of the Senior or Executive Leader’s office; anticipate needs, prioritize competing demands, and ensure seamless execution of executive priorities.
Direct the management of a complex and dynamic meeting schedule, coordinate comprehensive travel strategy and logistics, maintain highly accurate and confidential contact and relationship databases, and oversee online and print media subscriptions and other executive resources.
Serve as a trusted operational partner to the Senior or Executive Leader, proactively identifying issues, resolving competing priorities, and implementing solutions that maximize the leader’s time, effectiveness, and overall impact.
Calendar Management: Manage a complex calendar, proactively evaluating competing priorities, anticipating scheduling needs and potential conflicts, and prioritizing demands on the Senior or Executive Leader’s time.
Serve as a trusted gatekeeper by assessing meeting requests, coordinating with key stakeholders, and ensuring the senior leader’s time is aligned with strategic priorities and organizational objectives.
Meeting Governance: Plan and organize meetings; prepare and distribute agendas, decks, and materials; contribute to material development, when assigned.
Capture, document, and distribute meeting minutes, key decisions, action items, and follow-up requirements; proactively track deliverables, deadlines, and accountabilities to ensure commitments are executed and priorities remain on track.
Executive Partnership: Prepare, review, and coordinate executive correspondence, reports, presentations, and other materials for signature and distribution), ensuring accuracy, consistency, and timely delivery.
May contribute to the development and refinement of content and supporting materials, as needed.
Build and maintain strong, trusted relationships with key internal and external stakeholders, senior leaders, clients, partners, and other influential contacts; leverage relationships and a deep understanding of organizational priorities to facilitate connections, identify opportunities, navigate complex situations, and proactively advance the Senior or Executive Leader’s objectives and effectiveness.
Review and approve expense reports, corporate card statements, and time off requests for Senior or Executive Leader’s direct reports ; ensure expenditures are accurate, appropriate, policy-compliant, and aligned with approved budgets and organizational priorities.
Project Management: Lead the planning and coordination of special projects by researching and gathering relevant information, managing timelines and deliverables, coordinating cross-functional inputs, and developing high-quality written documents, presentations, and briefing materials for executive leadership.
Event Planning: Plan and organize a diverse range of executive and organizational events, including Board committee meetings, leadership team off-sites, mid-year retreats, social gatherings, and employee celebrations.
Manage event logistics from concept through completion, including venue selection, vendor coordination, scheduling, agendas, catering, transportation, guest communications, budgets, and on-site execution, ensuring each event is seamless, professional, and aligned with organizational objectives.
Handle all logistical arrangements with a focus on urgency and accuracy.
Perform additional responsibilities as assigned.