Executive Assistant

Executive Assistant

Salary Range $25.00 - $35.00 Hourly Position Type Full Time Category Admin - Clerical

About Us:

For nearly 120 years, Volunteers of America has been the charity to step forward and help the most vulnerable in communities across the United States. Volunteers of America, Southwest inspires hope through its ministry of service by providing individuals and families with the tools they need to improve their quality of life. We operate twenty-eight human service programs in the areas of education and social development of young children, treatment and rehabilitation, housing, veterans and aging services. Each year, more than 16,000 lives are changed through our services. Our programs are located in San Diego, Imperial, Riverside and San Bernardino Counties.

The Executive Assistant's primary duties include accounts payable and finance administrative support, reception and front-desk coverage, event coordination, Board of Directors administrative support, and daily office support to maintain a welcoming, organized, and efficient workplace. Reporting to the Chief Executive Officer (CEO), the role provides high-level administrative, logistical, and confidential support to the CEO and additional administrative support to the Chief Financial Officer (CFO) and Chief Operating Officer (COO). The Executive Assistant coordinates executive schedules, communications, meetings, and follow-up; serves as a professional liaison to the Board of Directors, national Volunteers of America partners, and external stakeholders; and works with executive, functional, and site leaders across a matrix organization with locations in San Diego, San Bernardino, and El Centro. Success in this role requires sound judgment, discretion, initiative, and the ability to balance competing priorities accurately and professionally.

Essential Duties:

• Accounts Payable & Finance Administrative Support
• Reception and front-desk services
• General office support
• Executive scheduling and travel
• Board and committee administration
• Stakeholder communications
• Executive materials
• Meeting coordination
• Priority and project tracking
• Cross-functional coordination
• Administrative problem-solving
• Confidentiality
• Events and leadership visits

Additional Responsibilities:

Perform other related duties as assigned to support effective operations and the mission of VOA Southwest.

We have a great benefits package including a variety of options for medical, dental, vision, life insurance, Aflac, Employee Assistance Program and 403B retirement plan as well as sick leave and generous vacation plan and 10 paid holidays.

Equal Opportunity Employer

Applications are only accepted online. This employer participates in e-Verify.

Qualifications

Minimum Qualifications

Education and Experience

Qualify through one of the following combinations of education and progressively responsible administrative or executive support experience:

• High school diploma or GED and 57 years of relevant experience.
• Associate degree (AA/AS) in business administration or a related field and 35 years of relevant experience.
• Bachelor's degree (BA/BS) in business administration or a related field and at least 3 years of relevant experience.

Each pathway must include at least 3 years supporting executive leadership in the same or a similar role. These 3 years are included innot additional tothe total experience required above. Nonprofit or Board support experience is strongly preferred.

Skills and Other Requirements

• Technology: Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, Zoom, and shared digital files; familiarity with Microsoft 365 preferred.
• Communication and judgment: Excellent written and verbal communication, diplomacy, discretion, sound judgment, and emotional intelligence.
• Organization and adaptability: Proactive, resourceful approach to supporting multiple executives, balancing competing requests, and adapting to shifting deadlines while maintaining attention to detail.
• Professional presence: Poise, strong interpersonal skills, and confidence interacting with high-visibility stakeholders.
• Independent execution: Ability to work independently, manage sensitive information, and consistently deliver accurate, polished work.
• Transportation: Access to a personal vehicle and/or reliable transportation for travel among organizational sites and attendance at required work-related meetings, events, and functions.

Professional Standards

Maintain professionalism, accountability, confidentiality, and respectful communication in all aspects of the role. Provide timely status updates to the CEO, CFO, and COO; confirm priorities when requests compete; and follow established approval and escalation practices. Apply sound judgment, meet agreed deadlines, and contribute to continuous improvement in Executive Office operations.

Work Environment and Physical Demands

Schedule and setting: Primarily on-site office work, MondayFriday, 8:00 a.m.5:00 p.m., with a meal period and rest breaks in accordance with applicable law. Occasional evening or weekend work may be required to support meetings, events, and other work-related functions, including event setup and support.

Travel: Occasional travel among organizational sites in San Diego, San Bernardino, and El Centro and to in-person meetings or events may be required, with appropriate compensation for hours worked.

Physical demands and accommodations: Duties generally involve computer work, meetings, speaking, hearing, sitting, and occasional movement of meeting or event materials of up to 25 lbs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Employment Terms

This job description outlines the general responsibilities of the position and is not an exhaustive list of duties or a contract of employment. VOA Southwest may modify responsibilities consistent with applicable law. Employment is at will unless otherwise provided by law or written agreement.

Volunteers of America Southwest