Executive Assistant

Job Description

Job Description

Description:  The Executive Assistant serves as a trusted extension of the Chief Program Officer, exercising delegated authority and independent judgment on matters of significance affecting the organization. This position manages the operations of the CPO, acts on the CPO's behalf in designated matters, and ensures the CPO's time, communications, and commitments are aligned with the strategic priorities of Children's Legacy Center.
The Executive Assistant represents Children's Legacy Center and its mission, staff, and culture with professionalism and enthusiasm to all constituents, including board members, donors, community partners, and public agencies. This is a high-trust position requiring sound discretion, initiative, and the ability to make decisions and commitments within delegated authority without step-by-step direction.
Essential Duties and Responsibilities Executive Decision Support and Delegated Authority • Acts with delegated authority on behalf of the CPO in designated operational and administrative matters, including committing the CPO's time, approving routine requests, and resolving matters that do not require the CPO's personal attention.• Exercises independent judgment to evaluate, prioritize, and route incoming requests, issues, and opportunities, determining which require CPO involvement and which the Executive Assistant will resolve directly.• Manages highly confidential and sensitive information, including personnel, legal, financial, and strategic matters, and determines appropriate handling and disclosure within organizational policy.• Interprets and applies organizational policies on behalf of the CPO and advises staff and external parties on policy questions.• Briefs the CPO on emerging issues, deadlines, and organizational matters, providing analysis and recommended courses of action.
Communications and External Representation • Drafts, edits, and sends correspondence, statements, and other communications on the CPO's behalf, with authority to respond independently to a broad range of internal and external inquiries.• Serves as a primary liaison between the CPO and staff, board members, donors, partner agencies, and the public, ensuring effective and professional communication.• Represents the CPO at meetings and events as designated, reporting outcomes and following through on resulting commitments.• Reviews and edits materials prepared by or for the CPO for accuracy, tone, and alignment with organizational messaging.
Board and Leadership Support • Coordinates board and committee meeting logistics, prepares and distributes agendas, board packets, and supporting materials, and ensures governance deadlines are met.• Supports the leadership team by tracking follow-up items from executive and board meetings and holding owners accountable for completion.
Project and Operations Management • Plans and manages special projects for the CPO from initiation through completion, including defining scope, coordinating contributors, managing timelines, and reporting results.• Conducts research and analysis on assigned topics and prepares findings, summaries, and recommendations to inform executive decisions.• Develops and maintains systems and processes for the CPO, including records, filing, expense processing, and reporting, and improves these systems as organizational needs evolve.• Prepares, organizes, and analyzes reports, data, and documentation for meetings, grants, and assigned projects.
Executive Logistics • Provides real-time scheduling and calendar management for the CPO, with authority to accept, decline, and reprioritize commitments consistent with strategic priorities.• Arranges travel, including transportation, lodging, and per diem, and resolves itinerary issues independently.• Processes receipts and expenses in accordance with organizational policies.• Performs related administrative duties and errands as needed in support of the Office of the CPO.
Required Skills and Abilities • Demonstrated sound judgment and discretion in handling confidential information and making independent decisions on behalf of an executive.• Excellent written and verbal communication skills, including the ability to write in an executive's voice.• Strong organizational, analytical, and project management skills with the ability to plan, prioritize, and manage a diversified workload independently.• Personal effectiveness, credibility, and professionalism with all constituents.• Strong technical capacity, including high proficiency in Microsoft Office Suite and Google Workspace (PC and Mac preferred).• Flexibility, attention to detail, and strength in both independent work and team collaboration.
Required Education and Experience • Bachelor's degree preferred, or an equivalent combination of education and experience.• Five years of progressively responsible administrative experience, including at least two years directly supporting a senior executive.• Experience handling confidential information and interacting with boards, donors, or external stakeholders preferred.• Valid California driver's license and ability to drive for organizational errands and events.
Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.• Primarily sedentary work requiring the ability to remain in a stationary position, often sitting at a desk and working on a computer, for extended periods.• Repetitive use of hands, wrists, and fingers for typing, writing, filing, and operating standard office equipment (computers, phones, copiers, printers, scanners).• Visual acuity sufficient for prolonged computer work, reading detailed documents, and reviewing written materials for accuracy.• Ability to communicate clearly and effectively in person, by phone, and in virtual meetings, including hearing and exchanging accurate information with staff, board members, and external constituents.• Ability to move about the office to access files, equipment, and meeting rooms, and to stand or walk for extended periods during meetings and organizational events.• Occasional bending, stooping, reaching, and kneeling to access filing systems, storage, and supplies.• Ability to lift, carry, and transport items up to 15 pounds regularly, and occasionally up to 25 pounds (such as event materials and supplies) with assistance available.• Ability to safely operate a motor vehicle and travel locally for errands, meetings, and events, including occasional evening or weekend functions.
Classification and Compensation This is a full-time, exempt position under the administrative exemption of the Fair Labor Standards Act and California law. The primary duty of this position is the performance of office work directly related to the management and general business operations of Children's Legacy Center, and it requires the regular exercise of discretion and independent judgment with respect to matters of significance. The annual salary range for this position is $70,304 to $80,000, commensurate with experience and qualifications.
Equal Employment Opportunity Children's Legacy Center is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Children's Legacy Center is an At-Will employer Requirements: