Executive Assistant to CPO/ELT

$66,560 - $75,000/Yr

Maac (Maac Project) - Chula Vista, CA

Full-time - Mid Level

Chula Vista, CA

501-1,000 employees

Professional, Scientific, and Technical Services

About the position

The Executive Assistant to the Chief People Officer (CPO) and Executive Leadership Team (ELT) at MAAC provides essential administrative support to ensure the smooth operation of the executive office. This role involves managing schedules, coordinating meetings, and facilitating communication among internal and external stakeholders. The Executive Assistant plays a critical role in supporting human resources and compliance initiatives while maintaining high standards of professionalism and discretion in handling sensitive information.

Responsibilities

• Provides expert executive support to the CPO and ELT, including managing schedules, preparing materials, and liaising with internal and external stakeholders.
• Supports human resources, compliance, learning, and staff development initiatives.
• Maintains the CPO's detailed calendar, proactively managing scheduling conflicts, and ensuring smooth coordination for meetings and travel arrangements.
• Collaborates with the executive team, board members, and other stakeholders to ensure effective communication and operations across the organization.
• Drafts, edits, and prepares correspondence, reports, and other documents, ensuring accuracy, confidentiality, and professionalism.
• Organizes meetings, prepares agendas, and provides logistical support for both internal and external meetings.
• Tracks the CPO's projects and priorities, ensuring deadlines are met and tasks are aligned with organizational developments.
• Provides special project leadership and supports committees, such as the MAAC Safety Committee and Wellness Committee, as needed.
• Assists with the management and coordination of audit and finance committee meetings, including teleconferences and minute-taking.
• Manages front desk operations and administrative staff as necessary, ensuring high standards of customer service and office management.
• Administers corporate credit cards, balances statements, and ensures compliance with MAAC policies.
• Oversees the organization's liability insurance portfolio, ensuring compliance with reporting and filing requirements.
• Assists with fiscal department duties and supports the development of office procedures to improve efficiency.

Requirements

• Bachelor's degree or equivalent experience providing executive support to senior leadership, C-level executives, or department heads.
• 3 years of experience in executive administrative support or equivalent experience with a high school diploma or GED and 7 years of experience.
• Knowledge of office administrative and management practices and procedures.
• Excellent writing skills, including principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
• Ability to manage multiple and rapidly changing priorities to meet the needs and expectations of executives and stakeholders.
• Ability to communicate clearly and effectively orally and in writing.

Nice-to-haves

• Bilingual in English and Spanish.
• Experience in human resources, compliance, learning, and staff development & training.
• Experience with executive-level or C-level administrative support in a nonprofit or corporate setting.

Benefits

• Health insurance
• Paid holidays
• Professional development opportunities
• Flexible scheduling
• Tuition reimbursement