Executive Assistant Level 2

$66,560 - $70,000/Yr

Meals On Wheels San Diego County - San Diego, CA

Part-time - Mid Level

San Diego, CA

About the position

The Executive Assistant Level II (EA2) plays a crucial role in providing high-level administrative support to the President & CEO and Chief Operating Officer of Meals on Wheels San Diego County. This position is essential for managing the CEO's and COO's calendars, communications, and essential documents, ensuring that the executive team operates smoothly and efficiently. The EA2 serves as the primary liaison for coordinating internal meetings and events, working closely with various internal teams and departments to facilitate effective communication and collaboration. Additionally, the EA2 provides key support to the Board of Trustees, assisting with the organization of Board and committee meetings, which includes preparing agendas, compiling materials, and maintaining accurate records. In this role, the EA2 will supervise the Administrative and Operations Coordinator, who assists in managing the Senior Innovation Hub/Admin Building and supports key operational functions that intersect with the COO's responsibilities. The ideal candidate for this position will be proactive, adaptable, and capable of handling a dynamic workload while maintaining a high level of professionalism, confidentiality, and political sensitivity in all interactions. The EA2 will also be responsible for organizing and executing internal staff events, managing travel arrangements, and processing expense reports for the executive team. This position requires a strong work ethic, exceptional organizational skills, and the ability to prioritize tasks effectively in a fast-paced environment.

Responsibilities

• Manage the CEO and COO's calendar, coordinating internal meetings and scheduling external stakeholder events.
• Organize and facilitate internal meetings for the CEO and COO, including preparing agendas and managing logistics.
• Assist with scheduling and organizing Board and committee meetings, preparing agendas, and maintaining accurate records.
• Arrange travel and process expense reports for the CEO/President.
• Supervise the Administrative and Operations Coordinator, supporting the management of the Senior Innovation Hub/Admin Building.
• Oversee the planning and execution of internal staff events, ensuring successful event execution in collaboration with the External Affairs Department.
• Prepare and distribute agendas and meeting notes for Leadership Meetings and other key executive gatherings.
• Manage special projects as directed by the President & CEO and perform other tasks as assigned.

Requirements

• A college degree preferred, but not required based on work experience.
• Minimum of 4 years' experience as an executive assistant to the executive team, with at least 2 years in event coordination and project management.
• Advanced proficiency in Microsoft Office Suite, Outlook, Adobe, and familiarity with cloud-based applications.
• Exceptional organizational skills, with the ability to prioritize tasks, meet deadlines, and adapt in a fast-paced environment.
• Proven experience in supervising or managing team members.
• Proactive, resourceful, and reliable with a strong work ethic and integrity.
• Excellent oral and written communication skills, with proficiency in Spanish being a plus.
• Ability to maintain professionalism in interactions with staff, volunteers, board members, and donors.

Nice-to-haves

• Experience with donor databases is a plus.
• HR experience is a plus.

Benefits

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance
• 160 hours of Paid Time Off (PTO) Annually
• 12 Paid Holidays Annually
• Medical Insurance - Choice of 4 HMO plans + 2 PPO through Meals on Wheels Group Plan
• Life, Long-Term Disability (LTD), Employee Assistance Program (EAP)