Executive Assistant (Or Senior Executive Assistant)

Status: Full-time, non-exempt

Location: Hybrid, four days remote, one day (Tuesday) in the Oakland office. Applicants must live in or be willing to relocate to the Bay Area.

Organization

California Competes: Higher Education for a Strong Economy is a nonpartisan policy and research organization focused on identifying solutions to the state’s most critical challenges at the intersection of higher education, equity, and the economy. Established in 2011, our mission is to help transform the state's higher education system into an engine of economic opportunity that empowers all Californians, particularly those from underserved communities, to achieve their full potential. California Competes benefits from the expertise of our highly respected, bipartisan Board of Directors, which comprises current and former public officials, business executives, and community leaders from across the state.

Our diverse staff brings decades of experience in higher education and public policy. We work statewide and travel across the country to research and advocate for a higher education system that provides opportunities for all Californians. For more information, please visit californiacompetes.org.

Position

The Executive Assistant will report to the Chief Executive Officer as their main administrative support, managing the CEO's calendar, correspondence, travel, and meeting coordination while also providing operational and board support as needed. This role primarily supports the CEO, but may also provide additional support to the rest of the team, as directed, to ensure that organization goals and objectives are accomplished and that operations run efficiently. Across all duties and responsibilities, the Executive Assistant will maintain and refine internal processes that support the CEO and anticipate needs and potential complications before they arise.

Responsibilities

Calendar and Inbox Management (55%)

• Organize and coordinate CEO’s daily calendar, including proactively scheduling all meetings following the CEO's calendar preferences, facilitating logistics for meetings, and rescheduling internal and external meetings when conflicts arise
• Proactively identify better scheduling options and anticipate conflicts
• Sort emails based on priority, proof, and draft email correspondence sent on behalf of the CEO
• Keep contacts up to date in CEO’s email account and Mailchimp

Events, Meetings, and Travel (35%)

• Serve as point person for the CEO's events, meetings, and travel
• Make, manage, and support CEO’s travel arrangements, including researching and assembling travel itineraries based on CEO travel preferences, booking flights and hotels, and providing real-time assistance when she’s traveling
• Track and manage preparatory, day-of, and post-travel activities for speaking engagements, including processing honorariums, tracking engagements in organization’s project management software, working with the communications team to ensure presentations and talking points are prepared in advance, ensuring CEO has any physical materials needed (such as handouts or talking points), and supporting follow-up action items
• Assist with external meeting and event planning, including organization of meeting and event materials (internal and external, virtual and in-person), which may require working with an event planner and operations staff, or others.
• Support meetings (internal and external), including agenda preparation, note-taking, booking meeting room, and entering follow-up tasks for staff in Asana
• Conduct background research, summarize, and prepare succinct briefings in advance of key meetings
• Prepare expense reports for the CEO’s reimbursements

Operations and Board Support (10%)

• Provide travel support for Board members and executives, including booking arrangements and processing reimbursements
• Coordinate and manage in-person and virtual Board meetings
• Work closely with the Chief of Staff to proactively address Board needs and priorities.
• Plan and coordinate office celebrations, including birthdays, work anniversaries, and employee recognition events, to foster a positive, engaging, and inclusive workplace culture
• Keep office kitchen and snacks well-stocked and organized
• Support the larger team with tasks (as needed and capacity allows), such as providing organization-wide meeting support and assisting with the planning and execution of team retreats and events
• Plus, other responsibilities, as assigned

Skills and Requirements

The ideal candidate is a detail-oriented self-starter who excels at anticipating needs and has the ability to handle several activities with different colleagues simultaneously. The successful candidate has strong administrative skills and experience, has excellent verbal and written communication skills, is comfortable working with external contacts (including high-profile ones), and enjoys working in an organization with high standards that centers equity, is fast-paced, and often has unexpected, rapid-response requests.

Required qualifications, skills, and experience

• 0-2 years of related experience (2-4 years for Senior)
• Ability to multitask and prioritize work
• Excellent time management skills
• Highly organized and detail-oriented
• Ability to demonstrate professional poise and polish while working with others, including coworkers, funders, board members, and other stakeholders via email, phone, chat, and in-person
• A team player who is proactive and can anticipate the needs of the leadership and potential obstacles
• Flexible, results-oriented, and comfortable in a rapidly changing environment
• Ability to learn new tools quickly
• Excellent interpersonal communication skills (written and verbal)
• Ability to work independently with initiative
• Able to hear, reflect, and act on feedback and willingness to offer your perspective
• Commitment to equity and social justice, including the desire to learn
• Advanced computer skills, particularly in Google Workplace, Microsoft Word, and PowerPoint
• Experience handling confidential information with discretion

Preferred skills and experience

• Experience supporting executive-level staff
• Knowledge of project management and communications software, such as Asana, MailChimp, WordPress
• Experience using generative AI tools, such as Anthropic Claude, Microsoft Copilot, and Google Gemini

Additional Required Qualifications for a Senior Executive Assistant

We are willing to consider a candidate for a senior executive assistant position with the following additional qualifications:

• 2 -4 years of related experience in an executive assistant or senior administrative support role.
• Proven ability to provide high-level administrative support to senior leadership and executive teams.
• Demonstrated experience managing complex calendars, scheduling, and executive communications.
• Strong project coordination skills, with the ability to manage key initiatives and organizational priorities simultaneously.
• Ability to anticipate needs, exercise sound judgment, and maintain confidentiality in a fast-paced environment.

Compensation

• Hiring salary range for executive assistant: $64,300-75,500, depending on level and experience (0-2 years for executive assistant)
• Hiring salary range for senior executive assistant: $73,780-86,800, depending on level and experience (2-4 years for senior executive assistant)
• 100% employer-paid medical, dental benefits; voluntary 403(b) plan and vision benefits.
• A minimum of 10 vacation days (increases with time at organization), plus 14 company-observed holidays and two floating holidays, sick leave, and winter office closure.
• Non-exempt, full-time position

Application Process

To apply, please fill out the application using BambooHR and include a résumé, cover letter, and writing sample. Priority review of applications will begin on Monday, April 20, 2026. Applications will be considered until the position is filled.

If you have any questions, please contact careers@californiacompetes.org.

California Competes is an equal opportunity employer committed to a diverse and inclusive workforce.

• 100% employer-paid medical, dental benefits; voluntary 403(b) plan and vision benefits.
• A minimum of 10 vacation days (increases with time at organization), plus 14 company-observed holidays and two floating holidays, sick leave, and winter office closure.
• Non-exempt, full-time position