Executive Assistant to the CEO

Job description:

ROLE

The Executive Assistant provides high-level administrative and communications support to the CEO while assisting with organizational materials, proposals, and visual communications. This role is a trusted partner to the CEO and Chief of Staff, helping manage priorities, prepare presentations and proposals, and support day-to-day operations.

This position requires a highly organized, proactive professional who thrives in a fast-paced, high-accountability environment and can manage multiple priorities with professionalism and discretion.

KEY RESPONSIBILITIES

Business Development & Strategic Support

• Work closely with the CEO to advance business development, fundraising, and strategic growth initiatives
• Identify and pursue new sources of funding, including grants, corporate sponsorships, individual donors, and strategic partnerships
• Research and cultivate relationships with prospective donors, foundations, corporate partners, and community leaders
• Support the recruitment and engagement of Board members who can contribute expertise, relationships, and resources
• Assist the CEO with Board communications, meeting preparation, and follow-up
• Develop and maintain relationships that expand the organization’s visibility, reach, and financial support
• Coordinate donor and partner outreach, including meeting preparation, proposals, presentations, and follow-up communications
• Track business development opportunities, relationships, and progress toward organizational goals
• Take initiative in identifying opportunities and executing projects that support the CEO’s strategic priorities

Executive Support & Operations

• Provide direct administrative support to the CEO
• Manage complex scheduling, calendar coordination, and meeting logistics
• Draft and manage executive correspondence and follow-up communications
• Prepare meeting agendas, notes, and action items
• Conduct research on donors, sponsors, foundations, and partners
• Maintain contact lists and shared drive organization
• Assist with coordinating travel, meetings, and external engagements
• Coordinate and complete off-site assignments, including picking up and delivering materials, supplies, and organizational documents
• Travel locally during the workday to the organization’s storage facilities, event venues, and partner locations as needed
• Assist with transporting, organizing, and managing supplies and materials for organizational operations and events

Communications & Proposal Support

• Develop visually compelling materials using Canva, including presentations, one-pagers, social media graphics, and event materials
• Draft first-pass proposals, sponsorship decks, and partnership materials based on direction from CEO and Chief of Staff
• Edit and format documents, reports, and presentations
• Assist in drafting donor communications, outreach emails, and organizational messaging
• Maintain consistency in formatting and visual presentation across materials

Marketing & Social Media Support

• Assist with social media content creation and posting
• Support development of newsletters and external communications
• Update website content as needed
• Help prepare marketing and event collateral

Events & Project Support

• Assist with planning and logistics for meetings and events
• Support coordination with vendors, sponsors, and partners
• Track timelines and deliverables for key initiatives
• Provide general project coordination support

QUALIFICATIONS

• Minimum 4–5 years of executive assistant or administrative experience supporting senior leadership
• Bachelor’s degree or equivalent experience preferred
• Strong writing and editing skills
• Excellent organizational and time management skills, including setting and overseeing organizational timelines
• Strong sense of urgency and follow-through
• Professional, resilient, and adaptable
• Highly detail-oriented and proactive
• Ability to thrive in a fast-paced, high-accountability environment with shifting priorities and direct executive feedback

ADDITIONAL REQUIREMENTS

• Must possess a valid driver’s license, have access to a reliable, insured vehicle, and maintain automobile insurance as required by California law
• Must be willing and able to travel locally during business hours using a personal vehicle for work-related assignments
• Must successfully complete a background check, consistent with applicable law
• Ability to lift, carry, and move boxes and supplies weighing up to 25 pounds, with or without reasonable accommodation

TECHNICAL SKILLS

• Google Workspace & Microsoft Office
• Advanced Canva skills required
• PowerPoint / presentation design (required)
• Social media platforms (LinkedIn, Instagram, etc.)
• CRM experience (Bloomerang preferred)
• Mac / Apple ecosystem proficiency required (macOS, iCloud, Apple Mail, Calendar, iPhone integration)
• Experience with ChatGPT or Claude is a plus

Benefits:

• Health insurance
• Paid time off

Education:

• Bachelor's (Preferred)

Experience:

• Administrative: 4 years (Required)

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Santa Monica, CA 90404 (Required)

Work Location: In person

Reimbursement for Health Insurance

Paid Time Off