Executive Assistant

Description

The Opportunity

We are seeking a highly organized and proactive Executive Assistant to support the leadership team of a well-established nonprofit organization in San Diego. This position is ideal for an experienced administrative professional who enjoys being a trusted partner to executives, coordinating across teams, and helping keep a mission-driven organization running smoothly.

The successful candidate will be resourceful, polished, and comfortable balancing day-to-day administrative responsibilities with high-priority projects. This person should be able to work independently, exercise sound judgment, and build strong relationships with staff, leadership, Board members, and external partners.

Roles & Responsibilities

The Executive Assistant will provide comprehensive administrative support to executive leadership while serving as an important organizational resource for meetings, communications, office coordination, and special projects.

Executive & Leadership Support

+ Manage and coordinate executive calendars, meetings, appointments, conference calls, and travel logistics.

+ Serve as a professional liaison between executives, employees, Board members, community partners, and external contacts.

+ Prepare meeting agendas, presentations, reports, correspondence, and other materials for executive leadership.

+ Coordinate and organize information needed for Board and leadership meetings.

+ Track follow-up items, deadlines, and commitments to help ensure timely completion.

+ Handle confidential information and sensitive matters with discretion and sound judgment.

Administrative & Office Coordination

+ Help oversee daily administrative operations and ensure the office remains organized and well-supported.

+ Order office supplies and coordinate equipment, vendors, facilities needs, and other administrative services.

+ Maintain shared calendars and coordinate organization-wide schedules, closures, meetings, and events.

+ Coordinate mail, packages, documents, and general office correspondence.

+ Arrange catering, refreshments, and hospitality for meetings and visitors.

+ Provide basic support for conference room technology, AV equipment, and virtual meetings.

Meetings, Events & Board Support

+ Coordinate logistics for Board meetings, executive meetings, staff meetings, organizational events, and leadership gatherings.

+ Manage meeting invitations, calendars, materials, room setup, technology, catering, and follow-up.

+ Support virtual meetings through Zoom and other video conferencing platforms.

+ Assist leadership with conferences, community events, and other external engagements.

Special Projects & Process Improvement

+ Take ownership of special projects and administrative initiatives as assigned by executive leadership.

+ Identify ways to streamline processes, improve organization, and increase administrative efficiency.

+ Maintain organized systems for documents, projects, deadlines, and executive follow-up.

+ Work collaboratively across departments to support organizational priorities and initiatives.

Requirements

Experience, Skills & Competencies

Experience & Qualifications

+ Minimum of 5 years of experience supporting executives, senior leaders, or a leadership team in an administrative capacity.

+ Demonstrated experience managing complex calendars, scheduling, meeting coordination, travel, and executive correspondence.

+ Prior experience supporting a nonprofit, association, community organization, or other mission-driven environment is preferred.

+ Experience working with Board members, committees, or senior-level stakeholders is a plus.

+ Ability to manage multiple deadlines and shifting priorities while maintaining accuracy and professionalism.

Skills & Attributes

+ Highly organized and detail-oriented, with strong follow-through and the ability to prioritize effectively.

+ Professional and personable, with the ability to communicate comfortably with executives, Board members, employees, and external contacts.

+ Strong written and verbal communication skills with excellent attention to detail.

+ Proactive and self-directed, with the ability to anticipate needs and take initiative without extensive oversight.

+ Collaborative and adaptable, with a willingness to assist wherever needed to support the organization.

+ Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

+ Familiarity with Zoom and other virtual meeting and collaboration platforms.

+ Comfortable learning new systems and troubleshooting basic office technology and meeting setup issues.

+ Discretion, integrity, and sound judgment when working with confidential information.

Talent Match®

Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to…