Executive Administrative Assistant

THINK Together-posted 3 months ago
$73,000 - $90,000/Yr
Hybrid • Santa Ana, CA
Educational Services
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Founded in 1997, Think Together partners with schools to change the odds for kids by providing award-winning programs during and outside the school day. We're one of California's largest nonprofits working in school districts from San Diego to San Francisco. Whether you're interested in early learning, elementary, middle or high school, you can invest in your community by working at a local school or working within our home office providing support! Reporting directly to two Senior or Executive Leaders, the Executive Administrative Assistant manages the day-to-day operations of two Senior or Executive Leaders and serves as a primary point of contact for internal and external stakeholders. The Executive Assistant may serve as a liaison to the board of directors and senior management teams; organizes and coordinates executive meetings; and oversees special projects. The Executive Assistant also 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. This is a hybrid position, primarily based in our Santa Ana office (or regional hub as assigned/needed).

  • Oversee Executive Office Operations: Efficiently manage the day-to-day operations of the Senior or Executive Leader's office, including management of a dynamic and complex meeting schedule, making travel arrangements, maintaining accurate contact lists, and managing online and print media subscriptions.
  • Calendar Management: Coordinates and accurately maintains a complex calendar, proactively addresses potential scheduling conflicts, and helps prioritize demands on the Senior or Executive Leader's time.
  • Meeting Support: Efficiently plan and organize meetings; prepare and distribute agendas, decks, and materials; take and track meeting minutes and action items with excellent attention to detail.
  • Administrative Support: Prepare correspondence, reports and materials for signature and distribution; review and approve expense reports, corporate card statements, and time off requests for Senior or Executive Leader's direct reports.
  • Project Management: Research, gather, and create high quality written documents and presentation materials for special projects, executive meetings, and board committee meetings.
  • Event Planning: Plan and organize several types of meetings including board committee meetings, team off-sites, mid-year retreats, social gatherings, and celebrations; handle all logistical arrangements with a focus on urgency and accuracy.
  • 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).
  • Proficiency with all Microsoft Office software products (including SharePoint and Teams).
  • Expertise with 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.
  • Salesforce.com experience a plus.
  • Salary Range $73K-$90K
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