Executive Administrative Assistant

Think Together • Santa Ana, CA

2d • $85,000 - $95,000 • Hybrid

About The Position

Executive Administrative Assistant 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! JOB SUMMARY: Reporting directly to the Chief People Officer, the Executive Administrative Assistant manages the day-to-day operations of the Chief People Officer and serves as a primary point of contact for internal and external stakeholders. The Executive Assistant serves 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, 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.
• Demonstrates good judgement, exercises discretion, and maintains confidentiality.
• Commitment to THINK Together’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 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
• Approximately 10-15%; local travel (within California) to offsite meetings and events required. Some events take place in evenings and on weekends.

Nice To Haves

• Salesforce.com experience a plus.

Responsibilities

• 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; coordinating all materials for Senior or Executive Leader’s commitments, meetings, and travel requirements. May anticipate opportunities to prioritize, pivot and address complex meeting needs, timelines, deadlines and other related sensitive materials and context for Senior or Executive Leader.
• 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 (may contribute to material development); take and track meeting minutes and action items with excellent attention to detail.
• Administrative Support: Prepare correspondence, reports and materials for signature and distribution (may contribute to material development); 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. May require working some evenings and weekends as business needs require.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level