Executive Assistant

Job Description The Executive Assistant provides high-level administrative support to executive leadership, ensuring efficient daily operations, effective communication, and seamless coordination of projects and events. This role includes executive calendar management, project tracking, board support, event planning, and acting as a liaison between leadership and key stakeholders. Responsibilities/ Job Duties: Provide high-level administrative support to executive leadership, including managing calendars, scheduling meetings, and coordinating communications. Draft, edit, and track internal and external correspondence, memos, and reports. Serve as liaison between executives, board members, staff, and external partners. Organize and attend meetings, prepare agendas, take minutes, and distribute follow-up materials. Prepare presentations, board packets, and supporting documents for leadership. Monitor and maintain executive files, contracts, reports, and other records. Manage phone calls, emails, mail, and social media inquiries, ensuring timely responses. Coordinate travel arrangements, lodging, and event logistics. Support project management by tracking timelines, deliverables, and stakeholder communication. Assist in planning and executing internal and external events, including retreats, staff functions, fundraising activities, and community events. Coordinate event logistics such as vendor scheduling, setup, breakdown, and client follow-up. Manage contracts, billing, and financial reporting related to projects and events. Build and maintain relationships with vendors, partners, and external service providers. Collaborate with finance, marketing, communications, and operations teams to support cross-functional initiatives. Provide excellent customer service and maintain professionalism in all interactions. Handle confidential information with discretion and sensitivity. Perform other projects and duties as assigned by executive leadership. Minimum Education and Experience Qualification Requirements: 35 years of experience in executive support, project coordination, or event planning. Strong organizational and time-management skills with the ability to manage multiple priorities. Excellent written and verbal communication skills. Proficiency in Microsoft Office, Google Workspace, and project/event management tools. Proven ability to handle sensitive information with discretion and professionalism. Experience supporting boards and/or managing events preferred. Bilingual English and Spanish REQUIRED Schedule/ Shift: Monday - Friday 8am - 5pm / on call as needed

Created: 2026-03-04