Executive Assistant

Position Summary

The Executive Assistant ensures the smooth, efficient operation of the Foundation by providing comprehensive administrative and organizational support to the Executive Director/CEO. This role requires exceptional professionalism, strong communication skills, and the ability to manage multiple priorities with discretion and initiative. The ideal candidate will have proven experience supporting senior leaders, coordinating board relations, managing projects and events, and handling sensitive information with tact and confidentiality. This position provides high-level administrative, board, and communications support to the Executive Director while serving as a trusted liaison between leadership, staff, and community partners.

Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the Executive Director/CEO, includingcalendar management, correspondence, and meeting coordination.
• Prioritize and schedule complex meetings, travel, and commitments.
• Prepare, proofread, and edit reports, letters, and presentations.
• Handle confidential and sensitive information with professionalism.
• Serve as a key point of contact and liaison between the Executive Director andinternal/external stakeholders.
• Other duties as assigned by the Executive Director/CEO.

Board & Leadership Coordination

• Manage logistics for Board of Directors and committee meetings, including scheduling, agendas, and materials preparation.
• Record and distribute accurate meeting minutes.
• Coordinate logistics for board retreats and strategic planning sessions.
• Support executive leadership communications and follow-up actions.

Event & Project Coordination

• Assist with planning and executing organizational meetings, community events, and special projects.
• Coordinate logistics such as venues, catering, invitations, and agendas.
• Track timelines, deliverables, and budgets for assigned projects.

Finance & Operations Support

• Process invoices, reconcile receipts, and assist with expense tracking.
• Collaborate with the finance team to ensure accurate reporting and timely submissions.
• Support general operational needs of the Executive Office.

Communication & Presentations

• Draft and edit internal and external communications, including reports, memos, and public statements.
• Create polished PowerPoint and Google Slides presentations for meetings and events.
• Occasionally step in and represent the Executive Director in meetings or at public-facing events as needed.
• Assist with graphic design for events or communications using tools like Canva.

Qualifications

• Bachelor’s degree required; extensive professional experience may be considered in lieu of a degree.
• Minimum 5 years of experience supporting senior-level executives or leadership teams; ability to prioritize and anticipate needs.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Strong writing, editing, and organizational skills.
• Proven ability to manage multiple priorities and deadlines in a fast-paced environment.
• Extensive experience managing board meetings, events, and travel arrangements.
• Familiarity with nonprofit environments and governance preferred.
• Basic experience with finance processes (expense reports, reimbursements).

Key Competencies

• Professionalism, discretion, and sound judgment.
• Exceptional attention to detail and accuracy.
• Strong interpersonal skills and a service-oriented mindset.
• Proactive problem-solver who anticipates needs and takes initiative.
• Adaptable, flexible, and comfortable managing shifting priorities.

Compensation & Benefits

• Salary range: starting at $69,000, depending on experience and qualifications
• Comprehensive health, vision and dental benefits
• Paid time off (PTO), holidays, and 401K
• Life and AD&D Insurance
• A mission-driven culture

Working Environment

• Work is primarily performed in an office environment but includes time at school sites, and outdoor settings (events, meetings, etc).
• Local travel between DFEO sites
• Exposure to variable weather conditions during off-site events and activities.

Physical Demands

• Ability to lift, carry, push, pull, and move objects up to 50 lbs safely.
• Frequent standing, bending, kneeling, and walking.
• Ability to operate standard office and light maintenance equipment.
• Regularly required to sit, use hands and fingers, handle, or feel and talk or hear, and will have prolonged periods of sitting at a desk and working on a computer
• Reasonable accommodation may be made to enable individuals with disabilities to perform essential job functions.

Clearances

Employment contingent upon successful clearance of:

• FBI & DOJ fingerprinting/background check
• TB Test Required certifications (must be obtained prior to or upon employment):
• CPR (Infant, Child, and Adult) & First Aid Certification
• Mandated Reporter Certificate

Licenses: Must have a valid California Class C Driver's License and an automobile with adequate insurance coverage, or a reliable alternative method of transportation as needed to carry out job-related essential functions.

EQUAL OPPORTUNITY EMPLOYER: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

DISCLAIMER: The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.

How to Apply

• Qualified candidates should submit a resume and cover letter to Recruitment@dfeo.org
• Please include “Executive Assistant – [Your Name]” in the subject line.

Job Type: Full-time

Pay: From $69,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Education:

• Bachelor's (Required)

Experience:

• supporting Senior-level Executives: 5 years (Required)
• Events management: 3 years (Required)

Ability to Commute:

• Downey, CA 90241 (Required)

Work Location: In person

Salary : $69,000