Senior Executive Assistant - CEO

About the position

Under the supervision of the Chief Executive Officer, the Senior Administrative Assistant performs a full range of varied complex, sensitive, highly responsible, and confidential office administrative, secretarial, advanced clerical and programmatic support functions. This position is responsible for ensuring smooth operations and facilitating the executive's workflow.

Responsibilities

• Organizing and managing schedules, appointments, and meetings for the executive.
• Handling correspondence, emails, phone calls, and inquiries on behalf of the executive.
• Planning and coordinating travel itineraries, flights, accommodations, and other logistics.
• Drafting reports, SOP's, preparing presentations, drafting business memos and communications, and maintaining files and records.
• Responsible for Board and Board committee meeting calendaring and minutes.
• Providing assistance such as handling expenses, managing budgets, coordinating office operations, and providing support to the department management team and staff.
• Assisting in special projects, coordinating with various departments, and ensuring deadlines are met.
• Overseeing projects from inception to completion, ensuring timely delivery and adherence to budgets and scope.
• Building and maintaining relationships with elected officials, Board of Directors, Donors, and Colleagues.
• Supporting additional agency leaders as directed by supervisor.
• Performing additional tasks, projects, and responsibilities as assigned by supervisor.

Requirements

• Bachelor's degree in business or a related field.
• Minimum of three (3) years of proven experience as an administrative assistant or similar role, preferably supporting high level executives.
• Proficiency in office software (such as Microsoft Office Suite, Excel, PowerPoint, Google Workspace), calendar management tools, and industry-specific software.
• Ability to manage multiple tasks, prioritize effectively, and maintain attention to detail.
• Excellent written and verbal communication skills, as well as active listening abilities.
• Ability to identify issues, think critically, and provide solutions independently.
• Ability to handle sensitive information and maintain confidentiality.
• Ability to lift at least 15lbs.
• Ability to sit/stand for prolonged periods of time.
• Must have and maintain a valid California Driver's License and auto insurance in good standing.

Nice-to-haves

• Experience in a non-profit organization.
• California Notary Public Commission certification.
• CPR/First Aid Certification.

Benefits

• Health, Dental, Vision, Life Insurance.
• 403B Retirement Plan.
• 529 Education Savings Plan.
• Long Term Disability.
• Employee Assistance Program.
• Flexible Spending Accounts (FSA).
• Legal Access Plan.
• Employee Appreciation Program.
• Company Sponsored Employee Events.
• Staff Development.
• 9/80 Alternative Work Schedule.
• Paid Sick, Vacation and 13 Observed Holidays.
• Public Service Loan Forgiveness Program Eligibility.