Executive Assistant
About The Position
The Executive Assistant is a key role at yli, supporting and empowering senior leadership. Reporting directly to the CEO, this position provides high-level administrative support to the CEO and other Executive Committee members in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams, coordinates executive outreach and external relations, and oversees special projects. The role requires remote work from within California and travel within the state to support the CEO and provide event management support. The ideal candidate is a proactive problem solver with exceptional communication skills, meticulous attention to detail, previous office and administrative experience, and the ability to maintain confidentiality and exercise good judgment in varied situations. The position requires balancing multiple priorities in an entrepreneurial, fast-paced environment, with flexible hours as dictated by business needs and occasional evening and weekend work.
Requirements
- At least 5 years of related experience in an executive assistant role supporting C-level executives.
- Advanced proficiency in Google Suite, including Gmail, Google Drive, and Google Calendar.
- Ability to communicate effectively and professionally.
- Flexible hours as dictated by business needs for projects and meetings.
- Strong business sense and the ability to identify priorities and make sound judgments.
- Commitment to performing duties at the highest level consistently.
- Ability to interact confidently and professionally with staff at all levels.
- Ability and temperament to handle sensitive information while maintaining confidentiality.
- Team-oriented experience and approach.
- Service-focused approach and ability to maintain effective relationships with interested parties.
- Ability to think outside the box.
- Ability to work some evenings and weekends.
- Ability to work in a fast-paced, multifaceted environment.
- Attention to detail.
- Frequent travel, primarily within California.
- Occasional lifting of up to 25 pounds to handle training materials or luggage.
- Ability to sit and type several hours per day.
- Must work remotely from within California and be able to travel within the state.
Responsibilities
- Manage the CEO’s calendar, prioritize inquiries and requests, troubleshoot conflicts, and recommend actions to support smooth day-to-day engagements.
- Liaise with and support the Board of Directors; organize Board meeting and event logistics, schedule meetings, draft agendas, prepare and distribute materials, and record minutes on behalf of the Board Secretary.
- Ensure compliance with applicable bylaws and regulations regarding Board matters.
- Complete administrative tasks supporting the CEO, including special projects, complex documents, reports and presentations, meeting preparation, correspondence, contact lists, travel arrangements, and expense and mileage reports.
- Serve as the primary contact for internal and external constituencies on matters pertaining to the CEO, including confidential or critical issues, and determine appropriate responses or referrals.
- Keep the CEO informed about upcoming commitments and responsibilities, follow up as appropriate, and anticipate needs before meetings and conferences.
- Coordinate C-Suite and LT Team meetings and retreats, and assist with staff meetings and events as needed.
- Facilitate communication between the CEO and staff to maintain credibility, trust, and support with the Executive Team.
- Attend internal and external meetings and take notes.
- Follow up with staff on projects on behalf of the CEO.
- Coordinate the CEO’s outreach activities with the Executive Team and follow up with contacts to cultivate ongoing relationships.
- Provide event management support as requested.
- Welcome guests and help create a hospitable environment.
- Build long-lasting relationships internally and externally.
- Participate in yli committees, meetings, activities, and organizational anti-racism work.
- Promote yli’s mission and goals and take appropriate opportunities to advance them.
- Participate in yli-wide events, staff meetings, Leadership Team Meetings, and other organizational activities.
- Represent the organization at community activities to enhance its community profile.
- Perform other projects and duties as assigned for the benefit of the organization and to meet its ongoing needs.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
