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Executive Assistant to the CEO – Position Summary

The Executive Assistant to the CEO is a key member of the executive team and serves as a primary point of contact for Board Directors, volunteers, donors, media, and community partners. This role provides high‑level administrative and operational support to ensure the CEO’s effectiveness and the smooth functioning of the organization. Responsibilities include complex calendar management, meeting and event coordination, preparation and distribution of materials, Board support, project oversight, and other duties essential to executive and organizational success.

Key Responsibilities

• Executive support – Partner closely with the CEO to anticipate needs, manage priorities, and ensure smooth day‑to‑day operations.

• Professional communication – Draft, edit, and manage executive correspondence, presentations, and documents with a high level of accuracy and discretion.

• Calendar management – Oversee complex scheduling, including internal meetings, board activities, external engagements, and preparation time.

• Travel coordination – Arrange detailed travel itineraries, logistics, and expense reporting for the CEO and senior leaders.

• Stakeholder liaison – Serve as the primary point of contact for inquiries directed to the CEO, ensuring timely and appropriate routing.

• Project management – Lead and support special projects and cross‑functional initiatives assigned by the CEO or senior leadership.

• Board support – Coordinate Board logistics, including scheduling, meeting preparation, communication, documentation, and minutes.

• Confidential information handling – Maintain strict confidentiality and handle sensitive information with professionalism.

• Office operations – Manage executive office workflows, document organization, correspondence flow, and administrative processes.

• Values alignment – Support organizational initiatives with professionalism, adaptability, and alignment with core values.

• Compliance adherence – Ensure all activities comply with organizational policies and relevant regulations.

• Other duties as assigned

QUALIFICATIONS

Required Knowledge, Skills & Abilities

• Executive Support Experience – Minimum 5 years supporting C‑suite leaders in professional environments.

• Organizational Excellence – Expertise in project management, prioritization, coordination, and attention to detail.

• Professional Communication – Strong written and verbal communication, including virtual meeting facilitation.

• Strategic Communication – Skilled in drafting and editing executive‑level correspondence and presentations.

• Technology Proficiency – Advanced skills in Microsoft Office, email platforms, video conferencing, and emerging AI tools.

• Stakeholder Relations – Ability to engage professionally with board members, donors, community leaders, and media.

• Cultural Competency – Experience working effectively in diverse environments.

• Valid California driver’s license with a clean driving record.

• Ability and licensing to drive an automobile.

EDUCATION & EXPERIENCE

• Bachelor’s degree or equivalent professional experience.

• Experience in nonprofit or mission‑driven organizations preferred but not required.

• Experience supporting Board or fundraising communications is a plus.

PHYSICAL REQUIREMENTS

This role requires prolonged sitting, reaching, bending, lifting up to 20 pounds, and regular use of a computer. Must be able to move between work areas, travel occasionally by vehicle, and communicate effectively in person, by phone, and in meetings. Vision and hearing must be sufficient to perform essential job functions.

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