Executive Assistant

Description

Executive Assistant

Salary: $84,000 - $90,000 annually

Status: Exempt, Full-Time 

Department: External Affairs

Reports To: Chief of Staff

About the Role 

What is an Executive Assistant?

Reporting directly to the Chief of Staff, the Executive Assistant provides executive and administrative support to the President & CEO, Chief of Staff and Chief Financial Officer. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters. The Executive Assistant serves as a liaison to the agency’s leadership team, organizes and coordinates executive meetings, and oversees special projects.

What You’ll Do 

As a key member of the team, you will:

• Executive Support: Manage and maintain the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements. Prepare and compile documents for meetings, presentations, and reports. Anticipate and prioritize the CEO's needs, proactively addressing potential challenges and optimizing their time.
• Communication Hub: Assist as a primary point of contact for internal and external stakeholders, screening and directing communications (phone, email, mail) with professionalism and discretion. Draft, proofread, and edit correspondence, reports, and other documents. 
• Meeting Management: Coordinate and prepare for high-level meetings, including Board of Directors and committee meetings. This involves scheduling, sending invitations, distributing materials, taking accurate minutes, and tracking action items and follow up to ensure timely completion of actions or communications.
• Project & Initiative Support: Manage the CEO’s key projects and initiatives, ensuring deadlines are met and progress is communicated effectively. Conduct research and gather information to support strategic decision-making.
• Confidentiality & Discretion: Handle sensitive information and confidential matters with the utmost discretion and integrity. Maintain a high level of professionalism in all interactions.
• Relationship Management: Cultivate positive and professional relationships with staff, board members, donors, community partners, and other external contacts.

Our Commitment

211 San Diego is deeply committed to the principles of equity, diversity, and inclusiveness and seeks to create a pluralistic community for all staff and clients. 211 San Diego is an Affirmative Action/Equal Opportunity employer. Persons of color, women, minorities, and individuals with disabilities and veteran/military status are encouraged to apply.    

Requirements

• Experience: Minimum of 5-7 years of progressively responsible administrative support experience, with at least 3 years directly supporting a C-level executive.
• Technical Proficiency: Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams) and experience with virtual meeting platforms.
• Organizational Skills: Exceptional organizational and time management skills with the ability to juggle multiple priorities, meet tight deadlines, and adapt to changing demands.
• Communication Skills: Superior written and verbal communication skills, with a keen eye for detail and strong proofreading abilities. Ability to communicate effectively and professionally with diverse audiences.
• Proactiveness & Initiative: Demonstrated ability to anticipate needs, take initiative, and work independently with minimal supervision.
• Problem-Solving: Strong analytical and problem-solving skills, with the ability to identify issues and propose effective solutions.
• Interpersonal Skills: Professional, poised, and polished demeanor with strong interpersonal skills and the ability to build rapport.
• Discretion: Proven ability to handle highly confidential information with integrity and sensitivity.
• Mission Alignment: A genuine interest in and commitment to the mission and values of 211 San Diego.