Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level support for a non-profit organization in Gardena, California. This Long-term Contract position is ideal for a highly organized and detail-oriented individual who can manage executive priorities, coordinate governance activities, and handle sensitive information with discretion. The role requires strong communication, administrative, and project coordination skills to keep daily operations, board-related processes, and special events running smoothly.

Responsibilities:
• Coordinate board and committee meeting logistics, assemble materials, update online content, attend sessions, and produce accurate meeting records.
• Deliver advanced administrative support by preparing reports, correspondence, presentations, charts, and other business documents for executive leadership.
• Maintain board policies and administrative procedure records, ensuring documents are current, properly formatted, distributed as needed, and accessible through the organization’s website.
• Manage a complex executive calendar by scheduling appointments, workshops, regular meetings, special sessions, conferences, and related activities.
• Act as a key point of contact for internal teams, public stakeholders, and external partners, while tracking follow-up items and researching requests on behalf of leadership.
• Oversee election-related documentation and submissions connected to board seats and organizational measures, keeping records complete and up to date.
• Draft and organize confidential materials, including responses tied to grievances, legal matters, evaluations, and other sensitive business records.
• Plan and support events such as forums, workshops, community presentations, dinners, and site visits, ensuring all details are coordinated effectively.
• Review forms, contracts, files, and records for accuracy, completeness, and compliance with applicable policies, procedures, and regulations.
• Monitor executive and board-related budgets, process purchasing and expense documentation, and coordinate travel arrangements, reimbursements, and supporting paperwork.

• Proven experience providing senior-level executive or administrative support in a fast-paced work environment.

• Strong ability to manage multiple priorities, stay organized, and maintain exceptional attention to detail.

• Advanced proficiency with Microsoft Office Suite and the ability to quickly learn organization-specific systems and software.

• Demonstrated skill in writing, editing, proofreading, and preparing effective business communications and reports.

• Experience handling confidential information with sound judgment and discretion.

• Solid project coordination and office management capabilities, including improving or supporting administrative procedures.

• Ability to interpret policies, rules, and regulations and apply them accurately in daily administrative work.

• Strong verbal communication and stakeholder service skills, including experience managing direct phone calls and coordinating with diverse audiences.

• Experience working in a nonprofit setting