Executive Assistant Jobs

About The Position

Requirements

• High school diploma required
• Five to ten years of relevant administrative experience, preferably supporting C-level executives in a mid-size or non-profit organization.
• Experience in internal and external communications, partnership development, and board support.
• Proficiency in scheduling, meetings, and event planning.
• Strong organizational skills with the ability to prioritize multiple tasks seamlessly and maintain attention to detail.
• Excellent interpersonal skills with the ability to build and maintain relationships with staff, board members, donors, clients, and external partners.
• Expert-level written and verbal communication skills.
• Proactive problem-solving abilities with sound decision-making skills.
• Emotional maturity, discretion, and the ability to handle confidential information appropriately.
• Highly resourceful, independent, and collaborative.
• Ability to work effectively under pressure and meet deadlines in a fast-paced environment.
• Intermediate to advanced technology proficiency that includes: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), board management software and project management software (such as Asana).
• Keyboarding speed of 65 WPM or greater, with accuracy.
• Must possess and maintain a valid California driver’s license, an insurable driving record, and personal automobile with insurance coverage for use on the job.
• Occasional lifting (up to 25 pounds).
• Mostly indoor work in a comfortable office environment.
• Ability to maintain composure and work quality while managing routine deadlines and interruptions.
• Job frequently requires sitting, handling objects with hands, and fine motor skills.
• Frequent operation of computers and other office equipment (calculator, copier, printer).
• Occasional standing, walking, reaching, talking, and hearing.
• Occasional movement within the office to access files, equipment, and other resources.
• Vision requirements: Ability to read print and electronic information; sufficient visual acuity for computer and equipment use.
• Hearing requirements: Ability to hear information in person and by telephone.

Nice To Haves

• Associate degree in business or a related field preferred.

Responsibilities

• Complete a broad range of administrative tasks for the CEO, including managing a highly active calendar, preparing expense reports, composing correspondence (including confidential materials), arranging complex itineraries, and compiling documents for meetings.
• Plan, coordinate, and maintain the CEO’s calendar, to ensure efficiency and prioritize appointments.
• Communicate on behalf of the CEO with board members, donors, and other stakeholders regarding initiatives and projects.
• Research, prioritize, and follow up on incoming issues or concerns directed to the CEO, including sensitive or confidential matters, determining appropriate action, referral, or response.
• Serve as a bridge for smooth communication between the CEO’s office and internal departments, fostering credibility, trust, and support across the organization.
• Keep the CEO well informed of upcoming commitments, responsibilities, and organizational developments proactively providing updates.
• Lead special projects and organizational initiatives for the CEO, ensuring timely and effective completion of deliverables.
• Work collaboratively with Chief Philanthropy Officer and Communication Director to draft correspondence, and other materials to facilitate the CEO’s leadership and decision-making.
• Prioritize conflicting needs and handle matters proactively, ensuring follow-through and completion under deadline pressures.
• Maintain discretion and confidentiality in all interactions with board members.
• Ensure compliance with bylaws and regulations regarding board and committee matters, including preparation and distribution of materials prior to meetings in both electronic and paper formats
• Attend meetings as requested, taking and transcribing minutes.
• Organize logistics for bi-monthly meetings and annual board retreat, including catering, space rentals, set-up, and clean-up
• Maintain board-related records in electronic and paper formats, ensuring confidentiality, best practices for document storage, and coordination with board software system.
• Provide administrative compliance support for affiliated corporations as needed.
• Prepare and edit correspondence, communications, presentations, and other documents efficiently and accurately.
• Record, transcribe, and distribute minutes of meetings as assigned; maintain accurate electronic and paper records.
• Maintain current vendor and employee reimbursement files.
• Manage contract retention, ensuring timely scanning, filing, and organization of both electronic and hard copy contracts.
• Demonstrate initiative and flexibility in completing projects, problem-solving, and carrying out assignments independently.
• Conduct research and analysis for assigned projects, prioritize multiple tasks, and meet deadlines without close supervision.
• Work collaboratively with employees and management to achieve organizational goals.
• Support scheduling, taking and transcribing minutes, and related administrative duties for monthly leadership team meetings
• Help facilitators with timely outreach to the group
• Assist with annual retreat, including organizing logistics, catering, set-up and clean-up support
• Work collaboratively with Development Department to support donor outreach, scheduling, follow up and recording of activities.
• Record CEO donor activities in EveryAction database and assist CEO in their planned strategic outreach.
• Assist with projects such as mailings, donor events set-up, and other related administrative activities
• Ensure accuracy of board information on the agency website and in the development database.
• Adhere to current brand guidelines that include approved messaging, graphics and all templates.
• Support additional development-related tasks as requested.

Benefits

• Medical, dental, vision and life and long-term disability insurance
• Employee Assistance Program
• flexible spending accounts for health, dependent and transit costs
• retirement savings plan with company match
• eligibility for loan forgiveness
• continuing education credits available through our learning management system
• discount program
• generous paid time off