Executive Assistant

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.

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.