Executive Assistant & Special Projects Coordinator

About The Giving List Women

The Giving List Women is a Santa Barbara-based nonprofit dedicated to advancing gender equality and catalyzing philanthropy and investment strategies that center women and girls. Through curated gatherings, strategic partnerships, and thought leadership, we convene influential leaders, donors, investors, and changemakers to support global impact.

We are seeking a highly organized, proactive, and mission-aligned Executive Assistant & Special Projects Coordinator to work directly with the CEO in supporting day-to-day operations, strategic follow-up, and relationship management.

Position Overview

This role requires strong judgment, discretion, and the ability to translate conversations into clear next steps. The right candidate will help the CEO stay organized across a fast-moving portfolio of relationships, events, partnerships, and strategic priorities.

This is a part-time role based in Santa Barbara, with occasional evening event attendance required. This role reports to the CEO at The Giving List Women.

Key Responsibilities

• Provide day-to-day executive support to the CEO, including scheduling, meeting preparation, follow-up and priority tracking.
• Attend internal and external meetings and calls alongside the CEO, capturing clear notes, decisions, action items, owners, and deadlines.
• Draft and organize follow-up emails, meeting summaries, outreach notes, and other written materials 
• Maintain systems that track relationships, open conversations, partner follow-up, donor touchpoints, and event-related next steps
• Coordinate logistics for meetings, events, and special projects, including travel, invitations, guest lists, materials, timelines, and day-of-details
• Help keep priorities moving across The Giving List Women Book, Summit, Doing It Differently Dinners, and related programming
• Support relationship management with partners, donors, nonprofit leaders, and other stakeholders
• Anticipate needs, flag gaps, and help ensure that conversations turn into timely, thoughtful action
• Support other executives and additional strategic initiatives and special projects as needed

Qualifications

• Exceptional organizational and time management skills
• Strong verbal communication abilities
• Strong writing skills, with the ability to draft polished emails, summaries, and follow-up notes in the voice of the organization. 
• Solutions-oriented thinker
• Highly proactive with the ability to anticipate needs and solve problems independently
• Professional, polished, and detail-oriented
• Comfortable managing multiple priorities simultaneously
• Experience supporting executives, founders, or senior leadership preferred
• Proficiency with Google Workspace, Zoom, and basic spreadsheet/document systems required. Familiarity with Eventbrite, CRM, Adobe Acrobat, or similar tools is a plus
• Interest in philanthropy, women’s leadership, social impact, or nonprofit work is a plus
• Sound judgement and discretion when handling sensitive conversations, relationships, and information

Ideal Candidate

The ideal candidate is someone who:

• Keep track of details without losing sight of the bigger picture
• Can sit in a meeting, quickly understand what matters, and turn the conversation into clear next steps
• Follows through without needing to be chased
• Communicates clearly, warmly, and professionally with high-level stakeholders
• Is resourceful and solutions-oriented when plans change
• Enjoys supporting a visionary leader and helping translate ideas into execution
• Brings good judgement, discretion, and emotional intelligence to every interaction

Compensation and Position Details

• $65,000-85,000 annual salary
• Full time, 40 hours per week
• Flexible schedule with availability during standard business hours
• Office-based role in Santa Barbara, California preferred. Candidates from other locations may be considered.
• Reports directly to the CEO
• Expected start date: August, 2026

To Apply

Please submit the following to admin@givinglistwomen.org with “Executive Assistant & Special Projects Coordinator” in the subject line:

• Your resume (up to 2 pages in length)
• A paragraph outlining your interest and relevant experience (400 word limit)
• Preferred salary
• A brief writing sample is optional but encouraged 

The Giving List Women is committed to building an inclusive and equitable community and encourages candidates from diverse backgrounds and experiences to apply.