Executive Assistant

Position Title Executive Assistant Status Full Time Department Executive Office Reports to President & Chief Executive Officer Position Summary The Executive Assistant will provide high-level administrative support to the President & CEO. In addition to this core function, the role coordinates special projects, internal and external event planning, and venue management, and acts as a liaison between the President and Board of Directors. EA Responsibilities Assist the CEO in the timely management of all written, telephone, e‑mail, social media, and voicemail communication. Prepare the CEO’s daily and weekly agenda including pending items, emailing reminders one day before and printing as needed. Compose internal memos and external correspondence as instructed by President & CEO, track responses and follow up permanently. Manage a heavy calendar, prioritizing interactions with staff, board members, donors, government officials, and other constituents. Monitor the CEO’s electronic and “snail” mail and prioritize for review and follow‑up when directed. Assist with development of materials for presentations. Organize and attend meetings of the Board of Directors, board committees, executive staff, and other necessary meetings; take notes and assist with presentation of materials. Monitor monthly board reports and prepare board packet for meetings. Establish and maintain professional relationships with internal and external constituents. Coordinate and arrange meetings, prepare agendas, make travel and lodging reservations Cors and record and transcribe minutes. Maintain file of all grants, grant applications, programmatic contracts, MOUs, etc. Make contact with outside parties as requested by supervisor. Provide customer service by answering employee requests and questions. Other related imi projects as assigned by President & CEO. Provide project management support for CEO‑assigned initiatives and cross‑departmental efforts, track timelines and ensure follow‑through with stakeholders. Support internal initiatives including wellness campaigns, cultural events, board meetings and retreats, and staff engagement projects. Event Planning & Coordination Assist in planning and executing key organizational events, including but not limited to: Annual Gala/Banquet Staff Meetings and Retreats Annual Staff Holiday Celebration Events organized by the Internal Affairs Committee LA Celebrations Venue Support (Lead Planner & Point of Contact) Serve as the primary point of contact for all LA Celebrations inquiries, bookings, event coordination and external venue promotion opportunities. Conducnt initial client consultations and venue tours to assess event needs and propose solutions. Create and manage event timelines, task checklists, and vendor schedules for each booking. Coordinate walk‑through and planning meetings with clients, vendors, and staff. Coordinate event set‑up and breakdown, ensuring alignment with client expectations and venue guidelines. Maintain an up‑to‑date preferred vendor directory and build long‑term relationships with trusted providers (catering, AV, décor, security, etc.). Manage client contracts and coordinate with Finance on billing reports and reconciliation. Lead post‑event follow‑up, including client satisfaction surveys and internal debriefs. Provide a monthly LA Celebrations Events & Finance Report to the CEO, IRequest: Hosted and upcoming events New client leads and pending inquiries Revenue and forecasting updates Maintain the LA Celebrations Events Master Calendar and ensure event timelines are visible to all internal teams. Keep the LA Celebrations Events Master Binder current, including contracts, floor plans, permits, insurance certificates, and run‑of‑show documents. Collaborate with Marketing & Communications to execute seasonal campaigns, open house events, social media promotion, and marketing materials. Maintain ongoing communication with Penelope Designs owner for event bookings and planning. Conduct monthly meetings. Cross‑functional Collaboration Work closely with the Communications & Marketing team for materials, branded events, and promotions. Liaise with the Finance team for budget tracking, invoicing, and financial комитет. Work closely with Penelope Designs, Parking Services, Facilities, Security, and Operations to ensure logistics and event safety; serve as a bridge between venue clients and internal departments for seamless coordination. Qualifications & Skills Minimum 3–5 years’ experience in executive support, project coordination, or event planning. Strong organizational and time‑management skills with attention to detail. Excellent communication and client service skills. Bilingual (English/Spanish) strongly preferred. Proven ability to manage multiple priorities and deadlines. Experience managing events from conception to execution, ideally in a nonprofit or venue setting. Proficiency in Microsoft Office, Google Workspace, Canva, and event management software preferred. Performance Metrics Giveaway events High satisfaction scores from internal and external event stakeholders. Accurate and timely reporting of LA Celebrations activities and finances. Growth in venue bookings and positive client feedback. Up‑to‑date calendars, systems, and venue readiness standards are maintained. #J-18808-Ljbffr