Executive Assistant

Forestry & Fire Recruiting Program

Executive Assistant

Position Title: Executive Assistant

Reports To: Chief Executive Officer (CEO)

Location: Hybrid - Los Angeles, San Bernardino, some travel

Status: Full-Time, Exempt

Starting Salary: $85,000-100,000/yr

About the Organization

The Forestry and Fire Recruitment Program (FFRP) is a workforce development and training non-profit organization committed to preparing individuals from marginalized communities for careers in forestry, fire service, and related public safety professions. FFRP provides structured training, hands-on experience, and career readiness programming designed to create pathways to stable employment while supporting community safety and environmental stewardship.

Through its Career Training Programs (CTP) and Fee-for-Service operations, FFRP equips participants with the technical skills, discipline, and professional development necessary to succeed in demanding and service-oriented careers. Participants gain real-world experience in wildfire mitigation, fuels reduction, defensible space operations, and other forestry-related activities that directly contribute to safer communities and healthier ecosystems.

FFRP partners with public agencies, nonprofit organizations, and community stakeholders to expand workforce opportunities and strengthen the pipeline of trained professionals prepared to meet California’s growing workforce and environmental needs. The organization is committed to operational excellence, accountability, and continuous improvement, ensuring that programs are delivered with integrity and measurable impact.

As FFRP continues to expand its grant-funded programs and operational capacity, the organization is strengthening its data systems, compliance infrastructure, and reporting practices to support sustainable growth and long-term success.

The Position

The Executive Assistant to the CEO & Executive Team serves as a highly trusted strategic and administrative partner responsible for supporting executive operations, organizational coordination, Board governance logistics, and high-level communications. This role requires exceptional judgment, discretion, organization, adaptability, and the ability to operate effectively in a fast-paced, evolving environment.

The Executive Assistant will directly support the CEO while also assisting members of the Executive Leadership Team with coordination, communications, scheduling, operational follow-through, and project management support. The ideal candidate is proactive, detail-oriented, emotionally intelligent, solutions-driven, and capable of managing competing priorities with professionalism and confidentiality.

This role functions as a central coordination point between executive leadership, the Board of Directors, staff, external stakeholders, funders, and community partners.

Job Responsibilities

Executive Support

• Manage and maintain the CEO’s complex calendar, scheduling priorities, and meeting coordination.
• Coordinate all executive travel arrangements, including flights, lodging, transportation, itineraries, reimbursements, and logistics.
• Prepare, edit, proofread, and organize executive correspondence, presentations, reports, agendas, and briefing materials.
• Support management of executive communication channels, including Zoom, calendar platforms, and organizational email correspondence as assigned.
• Serve as a liaison between the CEO, Executive Team, internal staff, external partners, vendors, funders, and community stakeholders.
• Track deadlines, action items, deliverables, and follow-up items to support organizational accountability and execution.
• Anticipate executive needs and proactively identify operational solutions before issues arise.

Board of Directors Support

• Provide management and support for the Board of Directors, including coordinating agendas for CEO approval, onboarding and offboarding Board members, internal and external communications with the Board, and special project coordination as requested by the Board.
• Assist with Board meeting minutes, calendaring, logistics, document preparation, scheduling, and meeting coordination.
• Maintain Board records, governance documents, resolutions, committee materials, and confidential files.
• Coordinate Board communications and ensure timely distribution of meeting materials and supporting documentation.

Leadership Team & Organizational Operations Support

• Support the Leadership Team through goal setting, dashboards, coaching coordination, and regular feedback processes.
• Monitor and analyze data and performance metrics to support the Leadership Team in ensuring organizational goals and objectives are being met.
• Assist with executive project management, strategic initiatives, organizational planning efforts, and cross-functional coordination.
• Help maintain operational systems, documentation, filing systems, and records management processes in compliance with organizational policies and procedures.
• Support preparation for leadership meetings, retreats, staff meetings, Board meetings, and strategic planning sessions.
• Assist with tracking organizational priorities, departmental deliverables, and executive initiatives.

Administrative & Compliance Responsibilities

• Maintain highly confidential records and sensitive organizational information with discretion and professionalism.
• Organize and maintain digital and physical filing systems for the CEO and Executive Team.
• Ensure documentation and records management practices remain compliant with organizational standards, policies, grant requirements, and operational procedures.
• Support internal process improvements, workflow optimization, and administrative systems development.
• Coordinate invoices, expense documentation, reimbursements, and executive administrative records as assigned.

Qualifications

Required Qualifications

• Minimum of 5 years of progressively responsible executive support, operations, project coordination, or administrative leadership experience.
• Experience supporting C-Suite executives, Boards of Directors, or senior leadership teams.
• Strong proficiency in Microsoft Office Suite, Google Workspace, Zoom, calendar management systems, and cloud-based organizational tools.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written, verbal, interpersonal, and professional communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong attention to detail, follow-through, and problem-solving capabilities.
• Ability to work independently while also collaborating effectively across departments.

Preferred Qualifications

• Bachelor’s degree preferred or equivalent combination of education and experience.
• Experience in nonprofit organizations, workforce development, public service, government, or mission-driven organizations.
• Experience supporting Board governance processes and executive leadership operations.
• Familiarity with project management systems, dashboards, and organizational performance tracking tools.
• Experience coordinating travel, events, executive meetings, and organizational logistics.
• Access to reliable transportation

Core Competencies

• Executive Presence & Professionalism
• Strategic Thinking & Anticipation
• Discretion & Confidentiality
• Organizational Agility
• Communication & Relationship Management
• Problem Solving & Initiative
• Project Coordination & Accountability
• Emotional Intelligence
• Adaptability & Resilience

Work Environment & Schedule

This position regularly operates in a professional office and hybrid work environment with frequent interaction across departments, external stakeholders, and leadership teams. The schedule may require flexibility, including occasional evenings, weekends, travel, and responsiveness outside traditional business hours based on organizational and executive needs.

Benefits

FFRP offers a competitive benefits package that may include:

• Medical, dental, and vision insurance
• 401(k) retirement plan
• Paid holidays and paid time off
• Professional development opportunities

Equal Employment Opportunity

FFRP is committed to creating a diverse, equitable, and inclusive workplace. FFRP does not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected classification under applicable law.