Executive Assistant

Job Description

Job Description

The Opportunity

We are seeking a highly organized and proactive Executive Assistant to support the leadership team of a well-established nonprofit organization in San Diego. This position is ideal for an experienced administrative professional who enjoys being a trusted partner to executives, coordinating across teams, and helping keep a mission-driven organization running smoothly.

The successful candidate will be resourceful, polished, and comfortable balancing day-to-day administrative responsibilities with high-priority projects. This person should be able to work independently, exercise sound judgment, and build strong relationships with staff, leadership, Board members, and external partners.

Roles & Responsibilities

The Executive Assistant will provide comprehensive administrative support to executive leadership while serving as an important organizational resource for meetings, communications, office coordination, and special projects.

Executive & Leadership Support

• Manage and coordinate executive calendars, meetings, appointments, conference calls, and travel logistics.
• Serve as a professional liaison between executives, employees, Board members, community partners, and external contacts.
• Prepare meeting agendas, presentations, reports, correspondence, and other materials for executive leadership.
• Coordinate and organize information needed for Board and leadership meetings.
• Track follow-up items, deadlines, and commitments to help ensure timely completion.
• Handle confidential information and sensitive matters with discretion and sound judgment.

Administrative & Office Coordination

• Help oversee daily administrative operations and ensure the office remains organized and well-supported.
• Order office supplies and coordinate equipment, vendors, facilities needs, and other administrative services.
• Maintain shared calendars and coordinate organization-wide schedules, closures, meetings, and events.
• Coordinate mail, packages, documents, and general office correspondence.
• Arrange catering, refreshments, and hospitality for meetings and visitors.
• Provide basic support for conference room technology, AV equipment, and virtual meetings.

Meetings, Events & Board Support

• Coordinate logistics for Board meetings, executive meetings, staff meetings, organizational events, and leadership gatherings.
• Manage meeting invitations, calendars, materials, room setup, technology, catering, and follow-up.
• Support virtual meetings through Zoom and other video conferencing platforms.
• Assist leadership with conferences, community events, and other external engagements.

Special Projects & Process Improvement

• Take ownership of special projects and administrative initiatives as assigned by executive leadership.
• Identify ways to streamline processes, improve organization, and increase administrative efficiency.
• Maintain organized systems for documents, projects, deadlines, and executive follow-up.
• Work collaboratively across departments to support organizational priorities and initiatives.

Experience, Skills & Competencies

Experience & Qualifications

• Minimum of 5 years of experience supporting executives, senior leaders, or a leadership team in an administrative capacity.
• Demonstrated experience managing complex calendars, scheduling, meeting coordination, travel, and executive correspondence.
• Prior experience supporting a nonprofit, association, community organization, or other mission-driven environment is preferred.
• Experience working with Board members, committees, or senior-level stakeholders is a plus.
• Ability to manage multiple deadlines and shifting priorities while maintaining accuracy and professionalism.

Skills & Attributes

• Highly organized and detail-oriented , with strong follow-through and the ability to prioritize effectively.
• Professional and personable , with the ability to communicate comfortably with executives, Board members, employees, and external contacts.
• Strong written and verbal communication skills with excellent attention to detail.
• Proactive and self-directed , with the ability to anticipate needs and take initiative without extensive oversight.
• Collaborative and adaptable , with a willingness to assist wherever needed to support the organization.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint .
• Familiarity with Zoom and other virtual meeting and collaboration platforms.
• Comfortable learning new systems and troubleshooting basic office technology and meeting setup issues.
• Discretion, integrity, and sound judgment when working with confidential information.