Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to support operational leadership within a mission-driven non-profit organization in California. This contract-to-permanent position is ideal for a highly organized individual who can manage executive-level coordination, maintain momentum on priority projects, and handle sensitive information with discretion. The role requires strong judgment, effective communication, and the ability to keep meetings, reporting, travel, and administrative workflows running smoothly across multiple stakeholders.

Responsibilities:
• Manage high-level administrative support for operations leadership, ensuring daily activities, priorities, and deliverables are organized and executed efficiently.
• Track assigned initiatives and action items for Operations managers, providing regular status updates and helping keep short- and long-term projects on schedule.
• Coordinate calendars, meetings, interviews, and appointments, while preparing agendas, documenting discussions, and distributing meeting materials and notes promptly.
• Serve as a key administrative link between Operations and internal departments, helping streamline communication and maintain alignment across teams and leadership groups.
• Prepare, revise, and format correspondence, reports, spreadsheets, presentations, and other business documents on behalf of executive and senior leaders.
• Maintain secure electronic and manual records, safeguarding confidential files and ensuring information is accurate, accessible, and well organized.
• Compile data, research findings, and statistical information for operational reporting, committee work, clinical discussions, and board or advisory meeting materials.
• Arrange travel, conference registration, lodging, and related logistics for leaders, staff, and occasional guests, while supporting event coordination as assigned.
• Monitor department-related expenses, assist with budget tracking, reconcile administrative card activity, and help obtain approvals for purchases and expenditures.
• Order office supplies, furnishings, and equipment, while supporting vendor coordination, pricing review, and contract-related administrative tasks.• 3+ years of experience in an Executive Assistant or advanced administrative support role.
• Strong background in calendar management, executive meeting coordination, and handling complex scheduling needs.
• Experience arranging travel, including flights, lodging, transportation, and conference logistics.
• Proficiency in preparing PowerPoint presentations, spreadsheets, reports, and other business documents.
• Demonstrated ability to manage multiple projects, follow through on deadlines, and communicate updates clearly to stakeholders.
• Experience handling corporate credit card tracking, expense monitoring, and administrative budget support.
• Strong organizational skills with the ability to maintain confidentiality and manage sensitive records responsibly.
• Prior experience working in a healthcare or similarly regulated environment is preferred.