Administrative Assistant

Administrative Assistant To The CEO

The Administrative Assistant to the CEO provides administrative and organizational support to the Chief Executive Officer, serves as a key partner in ensuring the efficient operation of the CEO's office, and assists with overseeing the corporate office to support a professional, organized, and well-prepared workplace environment. The pay range for this role is $26.00 - $29.00 per hour. In office role at our corporate office in Santa Ana, CA.

Responsibilities

Executive Support:

• Manage the CEO's calendar, including scheduling meetings, appointments, and events.
• Coordinate meeting logistics and maintain an organized schedule.
• Screen and prioritize incoming emails, phone calls, and correspondence.
• Draft, edit, and prepare letters, reports, presentations, and other documents.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Track deadlines, action items, and follow-up activities on behalf of the CEO.
• Manage confidential information with discretion and professionalism.

Board and Governance Support:

• Assist the CEO with board-related administrative activities as assigned
• Coordinate board and committee meeting logistics.
• Prepare and distribute board packets, agendas, minutes, and supporting materials.
• Maintain board records, contact information, and governance documents.
• Track board action items and assist with follow-up communications.
• Support board member communications under the direction of the CEO.
• Assist with board orientation materials, annual board calendars, and meeting schedules.
• Provide administrative support for board retreats, strategic planning sessions, and special board events.

Meeting and Project Coordination:

• Prepare meeting agendas, materials, presentations, and supporting documents.
• Attend meetings as requested and record notes, minutes, and action items.
• Follow up with staff regarding assignments and deadlines.
• Assist with special projects and organizational initiatives.

Corporate Office Oversight:

• Assist with overseeing the day-to-day readiness and organization of the corporate office.
• Order, stock, and maintain office and meeting supplies to ensure adequate inventory levels.
• Coordinate food and beverage orders for meetings and office events as requested.
• Support and oversee meetings held at the corporate office, including room setup, supplies, refreshments, and follow-up needs.
• Communicate with internal staff, vendors, and service providers to support smooth office operations.

Qualifications Required

• Associate degree or equivalent combination of education and experience.
• Minimum of three years of administrative support experience.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills
• Valid CA driver's license

Preferred

• Experience working in nonprofit or mission-driven environment
• Experience supporting a CEO, Executive Director, or C-suite executive preferred

Benefits:

• Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan
• Dental and Vision Insurance
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation
• Employee Assistance Program
• Professional Development Reimbursement
• 401K with Company Matching
• 10 days vacation PTO/year
• 6 days of sick pay/year
• Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans.

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