Executive Assistant

Our client is looking for a Bilingual Spanish Executive assistant with Non-Profit experience.

The Executive Administrative Assistant will provide high-level administrative support to the CEO as well as other executive team members and the Board of Directors. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Administrative Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts and oversees special projects. This position requires a results-oriented individual whose passion for mission is matched with excellent communication and time management skills, along with a proven ability to meet deadlines.

MAJOR DUTIES & RESPONSIBILITIES

Executive Support:

• Serves as administrative support to executive management staff, including in complex and/or confidential matters, directly reporting to senior leadership. Provides clerical services by designing and implementing administrative systems, procedures, and policies, and monitoring administrative projects. Assists the CEO with a broad variety of daily administrative duties and tasks.
• Provides confidential administrative and project support for executive leadership and the Board of Directors; acts as a liaison between the executive team, other staff, outside agencies, and the public, coordinating resolutions when appropriate.
• Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and legal and general correspondence; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections; redacts confidential information as needed.
• Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics; checks and tabulates standard mathematical or statistical data; prepares and assembles reports and other informational materials.
• Makes all travel arrangements, including transportation and lodging, conference/training registrations for executive staff and Board members and prepares and submits travel reimbursement requests as needed.
• Provides support to front desk operations including screening calls, visitors, incoming mail, and emails; assists and directs walk-ins, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information.
• Supports executive leadership in external commitments related to boards, committees, and other groups.
• Coordinates staff meetings, management team meetings, and other ad hoc meetings as required; manages conference room calendars.
• Assists in event planning, including staff events.
• Oversees corporate office building tenant relationships, including work orders and maintenance coordination.
• Performs other duties as assigned.

Board Support:

• Serves as the primary point of contact to the Board of Directors, taking minutes during Board meetings and streamlining communications.
• Provides support to the Board of Directors by managing board relations; compiling, preparing, organizing, and processing meeting agenda packets; preparing documents including resolutions, reports, memoranda, and meeting notices; arranging travel for Board members.
• Provides administrative support for Board and affiliated meetings; schedules meetings, prepares agendas, assembles and distributes packets, attends meetings, takes and transcribes minutes, and records official actions. Maintains official records and ensures compliance with governing requirements; follows up on outstanding action items.

REQUIRED EDUCATION & EXPERIENCE

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams)
• Experience with desktop publishing tools such as MS Publisher and Canva
• Minimum of three years of experience in a nonprofit environment

LICENSES & OTHER REQUIREMENTS

• Valid California driver’s license and proof of automobile liability insurance
• Notary Public certification preferred