Executive Assistant

Job Description

Job Description

We are looking for an Executive Assistant to provide high-level administrative and operational support to senior leadership within a non-profit organization in Azusa, California. This Long-term Contract position will partner closely with operations executives to manage priorities, coordinate communications, and keep critical projects and meetings moving forward efficiently. The ideal candidate brings discretion, strong organizational judgment, and the ability to handle confidential matters while supporting executives, board-related activities, and cross-functional initiatives.

Responsibilities:
• Manage complex calendars, appointments, interviews, and executive meetings to ensure leaders are well-prepared and on schedule.
• Track assignments and project milestones for operations leadership, sharing timely status updates with stakeholders and helping keep short- and long-range initiatives on target.
• Prepare agendas, attend meetings, record accurate minutes, and distribute follow-up materials promptly to support informed decision-making.
• Serve as a key point of coordination between operations leaders and internal or external contacts, relaying information clearly and directing inquiries to the appropriate parties.
• Draft, revise, and format correspondence, reports, spreadsheets, and presentation materials on behalf of senior executives.
• Arrange business travel, conference registration, lodging, and related logistics for leadership and team members as needed.
• Organize and maintain electronic and manual records while safeguarding sensitive documents and confidential information.
• Provide administrative support for presentations and special meetings, including assembling packets, preparing speaker materials, and assisting with logistics.
• Support operational projects by monitoring deadlines, following up on action items, and helping leadership stay informed on progress and deliverables.• Demonstrated experience providing executive-level administrative support in a fast-paced, detail-focused environment.
• Strong calendar management skills with the ability to coordinate meetings, appointments, and competing priorities.
• Experience arranging travel and handling related logistics such as reservations, registrations, and itineraries.
• Proficiency with Microsoft Excel and Microsoft PowerPoint for reporting, tracking, and presentation preparation.
• Solid project coordination skills with the ability to monitor timelines, follow through on assignments, and communicate updates effectively.
• Excellent written and verbal communication skills, including the ability to work with senior leaders and external stakeholders.
• High level of discretion and sound judgment when managing confidential information and sensitive business matters.