Executive Assistant

Description

Job Summary: 

The Executive Assistant to the President/CEO at Exceptional Parents Unlimited (EPU) provides high-level, confidential, and strategic support to the President/CEO. This role ensures the smooth operation of executive functions, facilitates communication with internal and external stakeholders, and represents the President/CEO in meetings and community engagements. The Executive Assistant is a key partner in advancing EPU’s mission through project management and coordination, board support, and operational leadership, requiring exceptional judgment, discretion, and initiative.

Essential Functions:

Executive Support & Representation

- Serve as a liaison between the President/CEO and internal staff, board members, donors, and external stakeholders (agency partners, elected officials, etc.).

- Represent the President/CEO in meetings, community events, and collaborative initiatives as needed.

- Manage the President/CEO’s calendar, travel, and correspondence.

- Draft communications, reports, and policy briefs on behalf of the President/CEO.

- Support organization Directors as directed by the President/CEO.

Board & Governance Support

- Coordinate the Board of Directors meetings, including preparing agendas, taking minutes, and following up.

- Maintain board records, bylaws, and committee documentation.

- Support board member onboarding, engagement, and communication.

Project Management & Strategic Initiatives

- Assist in leading and coordinating cross-departmental projects aligned with strategic priorities.

- Track progress on organizational goals and prepare performance reports.

- Conduct research and prepare briefing materials.

- Assist in grant writing activities.

Confidentiality & Discretion

- Handle sensitive information with confidentiality.

- Serve as a trusted advisor to the President/CEO.

- Manage confidential personnel and financial documents.

Communication & Stakeholder Engagement

- Draft and edit high-level correspondence and public statements.

- Coordinate donor visits and stewardship activities, in collaboration with the Development & Communications Department.

- Support the President/CEO’s public-facing communications.

Administrative & Operational Oversight

- Coordinate logistics for retreats, staff meetings, and events as needed.

- Maintain filing systems and records related to executive operations and corporate best practices.

- Adhere to EPU standards, policies, and procedures.

- Maintain, manage, and process records and information in a confidential manner that meets HIPAA and other applicable confidentiality regulations. 

- EPU facility hours are Monday–Friday, 8:00 AM – 5:00 PM, with some exceptions based on business needs. Position hours may vary, including evening hours as needed.  

- Flexibility in work hours and locations as needed.

- Must perform other duties as assigned.

Requirements

Knowledge, Skill, and Experience:

Education: Bachelor’s degree in public administration, nonprofit management, or related field required.

Skills: This position requires an articulate, professional, and well-mannered individual able to multi-task throughout the day and maintain a calm, organized, and clean working environment; an individual who can troubleshoot, analyze, and problem-solve by seeing the big picture and apply what has been learned to future projects; someone who can interact with the public, answer questions, maintain a professional and positive appearance, and use wisdom and discretion in all interactions with the public; a high level of confidentiality and understanding of handling needs and issues of a sensitive nature.

Experience:

• 3 years’ experience as an Executive or Administrative Assistant (nonprofit setting preferred).
• 2 years’ experience with entering, compiling, and summarizing data.
• Accurate data entry at the rate of 45 WPM.
• Strong organizing and coordinating skills.
• Professional speaking and personal interaction skills when communicating with staff, board members, valued donors, community partners, vendors, and elected officials in a fast-paced work environment. Bilingual skills are a plus.
• Experienced working with and managing email and calendar management software (Outlook and Microsoft Office).
• Experienced in managing logistical needs (travel, etc.) and making changes when necessary.
• Experience in creating, composing, and editing written materials, with strong business acumen.
• Experienced in analyzing and solving problems and making administrative/procedural decisions and judgments.
• Experience in recording and transcribing meeting minutes.
• Must hold a valid California Driver's license and have a good driving record with no serious violations for the previous two-year period and be able to provide proof of current automobile liability insurance.

Physical Demands:

Typical Working Conditions: Position works from the EPU facility. The position requires the ability to sit and work on a computer for extensive periods of time. Position requires fingering (fine dexterity), repetitive hand and wrist motions.

Equipment Used: Computers, printers, telephones, and fax machines. May require operating of personal vehicle for local travel.

Essential Physical Tasks: Must be able to sit for long periods of time, working with a keyboard and computer screen.

This position description may not be an exhaustive list of all duties, knowledge, or abilities associated with this classification; however, it is intended to accurately reflect the principal job elements. Related duties, knowledge, or skills to those expressly stated may also be required for successful performance of the position.

The position is a part-time 25 hours per week opportunity.  

Salary : $24 - $27