Mid-Level Executive Assistant

JOB TITLE: Mid-Level Executive Assistant;
Full-time, Non-Exempt, Hourly

REPORTS TO: Vice President of Operations

ORGANIZATION'S MISSION STATEMENT

The San Diego Police Foundation proudly supports America’s finest police department by cultivating positive community engagement and helping fund vital equipment and specialized training that ensures peace and safety for all.

Our work encompasses:

• Funding critical needs for new technologies and life-preserving equipment.
• Cultivating programs and initiatives that address online safety, promote diversity of SDPD personnel, and deepen police-community relations.
• Enhancing leadership, training, and officer wellness within SDPD.
• Advocating for better safety measures and practices in our community.
• Strengthening the mutually beneficial relationship between SDPD and the public.
• Raising awareness of the outstanding service SDPD provides to our communities.

ROLE OBJECTIVES

The Executive Assistant provides high-level administrative support to the San Diego Police Foundation’s CEO, Vice President of Operations, and Vice President of Advancement (executive leadership), working collaboratively with the staff. This mid-level role is an excellent opportunity for individuals seeking direct exposure to nonprofit executive leadership and further growth in nonprofit administration, while contributing to a mission-driven organization. Success in this role requires excellent organizational and computer skills, strong project-management instincts, and flexibility to manage diverse tasks efficiently.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Administrative Support:

• Manage calendar for executive leadership: external meetings, commitments, donor visits, etc.
• Board, committee, and other meeting preparation: agendas, materials, minutes, and follow-up tracking.
• Draft executive correspondence including emails, donor letters, outreach, internal memos, and sensitive correspondence.
• Coordinate travel arrangements and expense reporting.
• Handle confidential matters with absolute discretion.
• Provide general administrative support to staff, including clerical duties such as scanning, mailing, supply inventory, and filing.

2. Event and Special Project Support:

• Provide on-site assistance at special events (approximately 3-4 events annually).
• Pick up and deliver event-related items as needed.
• Assist with special projects and other duties as assigned by executive leadership.

KNOWLEDGE AND SKILL REQUIREMENTS

• At least three years of relevant work experience, ideally supporting executives. Nonprofit experience is a plus.
• Bachelor’s degree preferred but not required.
• Internet competency and strong computer proficiency, including mastery of the Microsoft Office 365 software and Outlook. Donor management systems or CRM experience such as Blackbaud is a plus.
• A proactive self-starter who anticipates needs and takes initiative.
• Confident presentation, exceptional written, verbal, and interpersonal communication skills.
• Strong organizational, planning, and project management skills with the ability to multi-task and manage multiple priorities.
• Resourceful with the ability to work independently and demonstrate adaptability, work ethic, and problem-solving skills.
• Aptitude to prioritize work, anticipate the needs of busy executives, and adjust to competing priorities, multiple demands with minimal supervision.
• High level of discretion and professionalism when handling confidential information.
• Respect for diversity and inclusiveness.
• Ability to lift up to 30 pounds and manage occasional physical tasks.
• Typing speed of at least 65-80+ words per minute.
• Candidates selected for interviews may be asked to demonstrate how they approach organization, prioritization, and follow-through in a fast-paced environment.
• Employment is contingent upon successful completion of a pre-employment drug test.

WHAT WE OFFER

The San Diego Police Foundation provides a supportive work environment with a desirable location, a collaborative culture, and competitive compensation, including:

• 11 paid holidays plus one floating holiday.
• Paid Time Off (vacation benefits).
• Health insurance (85% premium paid by the employer), dental, and vision benefits after 90 days.
• Safe Harbor 401(k) plan with 3% employer match of employee’s compensation after six months.
• Full-time position with occasional nights and weekends for special events.
• Hourly wage range: $25 - $30, depending on experience.

HOW TO APPLY

Interested in joining the San Diego Police Foundation team? Attach your resume and a brief cover letter explaining why you are a great fit for this role . Applications will be continuously reviewed. Due to the volume of responses, phone inquiries will not be accepted.

The San Diego Police Foundation is proud to be an equal-opportunity employer. All qualified applicants will receive consideration without regard to race, color, religion, gender, national origin, disability, protected veteran status, or any other characteristic protected by law.