Executive Assistant to the CEO

Blue Forest•Sacramento, CA

1d•$92,000 - $110,000•Remote

About The Position

The Executive Assistant to the CEO reports to the CEO, providing high-level administrative support to the CEO and other Executive Leadership Team members, serves as a liaison to the Board of Directors, and manages special projects for the Office of the CEO. Day-to-day responsibilities include Board and stakeholder engagement, calendar management and scheduling, special projects, travel management, expenses, event and meeting management, and meeting preparation and follow-up. A successful candidate will have a strong background supporting a CEO or equivalent in a mission-driven organization and take a proactive approach to problem-solving. They will work in close coordination with team leaders and across Executive and Senior Leadership Teams to conserve the CEO’s time while enhancing communication and coordination between the CEO, Board of Directors, Leadership Teams, and other internal and external stakeholders.

Requirements

Significant experience (7+ years) supporting senior executives, ideally within the nonprofit or philanthropic sector.
Outstanding written and verbal communication skills.
Experience managing board governance and effective meeting facilitation.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
Exceptional organizational and time-management skills, with strong attention to detail.
Demonstrated ability to handle confidential information with discretion and professionalism.
High proficiency in Microsoft Office, Google Workspace, Asana, Slack, virtual meeting platforms (e.g., Zoom), and ability to quickly learn tools and systems (e.g. Ramp).
Familiarity with nonprofit governance and board relations.

Nice To Haves

Working knowledge of donor databases or CRM systems (e.g. Hubspot) preferred.
Comfort working remotely, across time zones, and occasionally outside standard business hours for time-sensitive needs.

Responsibilities

Provide high-level confidential administrative support to the CEO first and foremost, and the Executive Leadership Team.
Manage the CEO’s calendar, schedule meetings, and coordinate scheduling with internal and external stakeholders.
Manage special projects for the Office of the CEO.
Draft and proofread written communications, presentations, and reports.
Lead project management for CEO initiatives, including timelines, stakeholder coordination, progress tracking, and completion.
Plan and execute CEO-led meetings and events, managing logistics, materials, and follow-up.
Prioritize and manage meeting and information requests, ensuring timely follow-up and resolution.
Coordinate domestic and occasional international travel, including itineraries, logistics, and expense reimbursements for the CEO, and when needed, across the Executive Leadership Team.
Maintain Office of the CEO contacts and communications in the CRM, ensuring accurate record-keeping and information integrity.
Support cross-functional collaboration by scheduling Executive Leadership Team meetings, preparing agendas, and tracking action items.
Support internal communications, disseminating information across the organization, and being a main point of contact for Executive and Senior Leadership Teams.
Work in close coordination with the External Affairs team to plan and execute external events, funder meetings, and strategic initiatives led by the Office of the CEO.
Conduct background research, gather information, and prepare briefings to support CEO decision-making.
Manage Blue Forest’s Google Voice inbox and coordinate timely responses to voicemails.
Support relationships with external partners and funders through coordination and follow-up on CEO-led engagement.
Research, plan, and execute key leadership and operational projects.
Prepare agendas, pre-read materials, meeting minutes, presentations, and reports for CEO led meetings, ensuring accuracy and timeliness.
Partner with cross-functional teams to ensure alignment and follow-through on organizational goals.
Serve as liaison to the Blue Forest Board of Directors, coordinating all logistics and communications with Directors.
Lead project and task management related to Board operations, coordinating with all departments to ensure timely submission of information, deliverables, and edits for Board materials.
Coordinate logistics for quarterly Board and committee meetings.
Maintain accurate and up-to-date Board records and contact lists.
Join quarterly Board meetings to support meeting facilitation and take meeting minutes.

Benefits

100% employer-paid health, dental, and vision coverage; subsidized coverage for dependents
Access to a 401(k) retirement plan with a 5% employer match
4 weeks paid vacation and 17 paid holidays; paid sick time and volunteer time
3 months of paid family leave
Employer-paid life and long-term disability insurance
Access to Dependent Care FSA and Health FSA
Public Lands Exploration stipend (reimbursements for visits to National Forests, county parks, etc.)
Monthly Home Office stipend or co-working space provided
Dependent care costs are subsidized for business travel
Additional stipends for health & wellness, home internet, and cell service
Financial support for professional development