Executive Assistant

$80,000 - $90,000/Yr

Digital Nest - Watsonville, CA

Full-time - Executive

Watsonville, CA

11-50 employees

Educational Services

About the position

Digital NEST is a workforce development center dedicated to empowering youth from working-class, farmworker communities by providing them with the technical and professional skills necessary to achieve their dreams. As the organization embarks on an exciting growth phase, expanding to five communities across the Monterey Bay and San Joaquin Valley regions by the end of 2026, the need for a skilled Executive Assistant has become paramount. This role is crucial in supporting the Chief Executive Officer (CEO) and ensuring the smooth operation of the executive office. The Executive Assistant will be responsible for a variety of high-level administrative tasks that facilitate the CEO's work and the overall mission of Digital NEST. The Executive Assistant will manage the CEO's calendar, coordinate meetings, handle correspondence, and perform various administrative duties that support the Development and Marketing & Communications departments, as well as the Board of Directors. This position requires a proactive individual with exceptional organizational, communication, and multitasking skills. The successful candidate will play a key role in maintaining the efficiency of the executive office, allowing the CEO to focus on strategic initiatives and organizational goals. In addition to routine administrative tasks, the Executive Assistant will assist in the planning and execution of special projects and events, ensuring that all logistics are handled effectively. This includes preparing materials for board meetings, documenting discussions, and following up on action items. The role also involves maintaining confidentiality and managing sensitive information, which is critical in a fast-paced and dynamic environment. The Executive Assistant will be expected to contribute to the overall success of Digital NEST by supporting the CEO and the organization in achieving its mission and objectives.

Responsibilities

• Manage the CEO's calendar, including scheduling appointments, meetings, and travel arrangements.
• Draft, prepare, and edit correspondence, communications, presentations, and other documents between the CEO and internal and external stakeholders.
• Organize and maintain files and records, both electronic and physical.
• Act as the administrative point of contact between the CEO and internal/external demands.
• Participate in meetings on behalf of the CEO and/or organization, document discussions and outcomes, and report to appropriate individuals.
• Conserve the CEO's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information.
• Conduct and coordinate research and/or prepare materials as needed for CEO meetings with internal and external stakeholders.
• Assist in the planning and execution of special projects and special events, including logistics/travel for staff, internal/external stakeholders, and guests.
• Improve, create, and implement administrative systems for the CEO calendar, contacts, and communications to ensure that files are organized and current.
• Prepare materials for the Board of Directors and committee meetings, including scheduling and organization.
• Assist in the preparation and dissemination of materials for board meetings and other key meetings.
• Draft briefings for board members and provide support during meetings, including preparing agendas, taking minutes, and setting up technology for remote participation.
• Proof a wide range of written materials, including emails, marketing collateral, and presentations.
• Prepare and execute contracts with external vendors and stakeholders.
• Coordinate with various departments to gather information and support the completion of projects.
• Track project timelines and deliverables, ensuring deadlines are met.
• Maintain confidentiality of all documents and other information.

Requirements

• Minimum of 10 years of experience in an administrative or executive assistant role.
• Experience using task management systems, like Asana, Trello, Monday, etc.
• Proficiency in Google Workspace (Gmail, Calendar, Drive, Chat).
• Ability to multitask and prioritize tasks in a fast-paced environment.
• High level of professionalism and confidentiality.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.

Nice-to-haves

• Experience working in a CRM, such as Salesforce, DonorPerfect, Raiser's Edge, or similar.
• Conversational or fluent in spoken Spanish; fluent in written Spanish.

Benefits

• 100% Agency Paid Medical, Dental, Vision, and Life Insurance for the employee
• SIMPLE IRA Retirement Benefit with up to 2% employer match
• 10 Paid Vacation Days for Full-time Employees (non-Director and non-Chief positions)
• 15 Paid Vacation Days for Full-time Employees (Director and Chief positions)
• 13 Paid Holidays Annually Plus Business closure/holiday the week between Christmas Day and New Years Day
• Paid Sick Time Off
• Annual Parking Permit