Executive Assistant

Volunteers of America Southwest•San Diego, CA

9d•$25 - $35•Onsite

About The Position

The Executive Assistant provides accounts payable and finance administrative support, reception and front-desk coverage, event coordination, Board of Directors administrative support, and daily office support. Reporting to the Chief Executive Officer (CEO), the role provides high-level administrative, logistical, and confidential support to the CEO and additional administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO). The Executive Assistant coordinates executive schedules, communications, meetings, and follow-up; serves as a professional liaison to Board members, national Volunteers of America partners, and external stakeholders; and works with executive, functional, and site leaders across locations in San Diego, San Bernardino, and El Centro. Success requires sound judgment, discretion, initiative, and the ability to balance competing priorities accurately and professionally. The role includes receiving, reviewing, routing, and tracking invoices; supporting Bill.com workflows and vendor documentation; preparing deposits; and safeguarding financial records in accordance with internal controls. It also serves as the primary receptionist, provides general office and document support, and coordinates shared meeting-room calendars and routine office needs. The Executive Assistant manages the CEO’s calendar, travel, correspondence, and follow-up, and coordinates scheduling and administrative support for the CFO and COO as assigned. The position supports Board and committee administration, prepares and proofreads executive materials, coordinates virtual and in-person meetings and events, tracks priorities and action items, and supports cross-functional coordination across organizational sites. The role is primarily on-site in San Diego, Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional evening or weekend work and travel among organizational sites or to meetings and events. Volunteers of America, Southwest provides human service programs in education and social development of young children, treatment and rehabilitation, housing, veterans, and aging services. The organization operates programs in San Diego, Imperial, Riverside, and San Bernardino Counties.

Requirements

One of the following education and experience combinations: high school diploma or GED and 5–7 years of relevant experience; an Associate degree (AA/AS) in business administration or a related field and 3–5 years of relevant experience; or a Bachelor’s degree (BA/BS) in business administration or a related field and at least 3 years of relevant experience.
At least 3 years supporting executive leadership in the same or a similar role; these years are included in, not additional to, the total experience required for the applicable education pathway.
Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and shared digital files.
Excellent written and verbal communication, diplomacy, discretion, sound judgment, and emotional intelligence.
A proactive, resourceful approach to supporting multiple executives, balancing competing requests, adapting to shifting deadlines, and maintaining attention to detail.
Poise, strong interpersonal skills, and confidence interacting with high-visibility stakeholders.
Ability to work independently, manage sensitive information, and consistently deliver accurate, polished work.
Access to a personal vehicle and/or reliable transportation for travel among organizational sites and attendance at required work-related meetings, events, and functions.
Maintain professionalism, accountability, confidentiality, and respectful communication.

Nice To Haves

Nonprofit or Board support experience is strongly preferred.
Familiarity with Microsoft 365 is preferred.

Responsibilities

Receive invoices from vendors, mail, email, Bill.com, and internal departments; review them for completeness and route them through appropriate approval and Accounts Payable workflows.
Upload invoices and supporting documents to Bill.com, monitor approval workflows, and help obtain missing documents or approvals.
Track invoice packages and follow up on outstanding or incomplete items to support timely processing.
Coordinate collection and maintenance of vendor documentation, assist with vendor onboarding requirements, and respond to or route routine vendor inquiries.
Receive checks and other payments, prepare deposit records and packages, and deliver or transmit deposits according to accounting procedures and internal controls.
Safeguard financial documents and follow financial policies, approval requirements, record-retention procedures, and segregation-of-duties controls.
Serve as the primary receptionist and first point of contact for visitors and callers; greet and direct visitors, notify staff of arrivals, follow sign-in and access procedures, answer and route calls, take messages, and respond to routine inquiries.
Maintain an orderly reception area and coordinate front-desk coverage during breaks, absences, and assigned activities.
Receive, sort, and distribute mail and deliveries; prepare outgoing mail and shipments; monitor and replenish office supplies; and perform copying, scanning, filing, data entry, and routine document preparation.
Coordinate shared meeting-room calendars, help keep common areas organized and stocked, and report or coordinate routine office equipment and maintenance needs.
Manage the CEO’s calendar, meeting priorities, travel arrangements, correspondence, and time-sensitive follow-up; coordinate calendars, travel, and administrative support for the CFO and COO as assigned.
Coordinate Board and committee meeting schedules, notices, agendas, materials, minutes, action items, and secure records in partnership with leadership.
Serve as a professional point of contact for Board members, national Volunteers of America colleagues, community partners, donors, and internal leaders.
Prepare, format, and proofread presentations, briefing materials, reports, correspondence, and other communications for the CEO, CFO, and COO, and coordinate review and approval before distribution.
Arrange virtual meetings using Zoom and Microsoft Teams, including invitations, technical setup, supporting documents, and post-meeting action tracking.
Maintain records of executive priorities, deadlines, assignments, and cross-functional projects; follow up with responsible parties, identify delays, raise conflicting requests, confirm competing priorities with the CEO, and communicate agreed timelines to the CFO and COO.
Collaborate with executive, functional, and site leaders across San Diego, San Bernardino, and El Centro to clarify responsibilities, coordinate shared resources and timelines, and escalate unresolved priorities through established channels.
Anticipate executive support needs, resolve routine administrative issues independently, and recommend improvements to Executive Office workflows and follow-through.
Safeguard sensitive personnel, governance, financial, and organizational information and exercise discretion in communications and record-keeping.
Coordinate special events, leadership visits, and Board-related logistics; as assigned, lead planning, setup, on-site coordination, and breakdown, including space, materials, equipment, refreshments, vendors, and hospitality.
Provide timely status updates to the CEO, CFO, and COO; confirm priorities when requests compete; follow approval and escalation practices; meet agreed deadlines; and contribute to continuous improvement in Executive Office operations.
Perform other related duties as assigned to support effective operations and the mission of VOA Southwest.