Executive Assistant

Job Description

JOB DESCRIPTION:

A private family foundation is currently looking for an Executive Assistant to provide excellent administrative and executive support to the President/CEO. This role requires exceptional organizational skills, attention to detail and the ability to handle sensitive information with confidentiality. The EA acts as a trusted liaison, assisting the President with foundation assets, bookkeeping, email communication, coordinating schedules and handling various administrative tasks to facilitate the smooth operation of day-to-day tasks.

KEY RESPONSIBILITIES:

Support the President with managing the foundation's real estate assets, including: overseeing loan requirements, capital improvements, budgets and vendor bids.

Ensure that audit requirements are being met in a timely manner. Gather, prepare, and submit Foundation’s and asset’s documents as requested to fulfill audit requirements.

Support with managing the general bookkeeping of various financial accounts, business taxes and ensure organized physical and digital filing systems for all business and foundation assets.

Field incoming email correspondence and prioritize requests.

Maintain calendars, schedule appointments, and coordinate off-site meetings.

Manage the office in Chula Vista by resolving technical issues with internet and phones, and keeping the office well stocked with necessary supplies, beverages, and items upon request.

Coordinate travel arrangements and organize all trips for the foundation’s President, as necessary.

Prepare meeting agendas and materials, ensuring all relevant documents are available in advance for all meetings.

Attend meetings alongside the President, take efficient meeting notes, to include drafting minutes on BOD meetings.

Assist in coordinating various foundation projects, collaborating with team members and external partners as needed.

Track project milestones, deadlines, and deliverables, ensuring projects are progressing as planned.

Assist with expense reporting, budget tracking, and financial reconciliations as necessary.

Act as a gatekeeper, managing the executive's time and prioritizing urgent matters.

Provide ad hoc support to the President, including but not limited to errands and tasks.

QUALIFICATIONS:

Experience as an Executive Assistant or similar role.

Based in San Diego, conveniently close to the Chula Vista office, ensuring a smooth and hassle-free commute.

Excellent organizational and time management skills, with the ability to multitask

and prioritize effectively.

Exceptional verbal and written communication skills, with a keen eye for detail.

Proficient in using office productivity tools such as Microsoft Office Suite or

equivalent.

High level of integrity, professionalism, and confidentiality.

Strong problem-solving and critical-thinking abilities.

Flexibility to work occasional evenings or weekends, especially during special events or critical periods.

Proactive, resourceful, and able to anticipate needs and challenges.

Business Bachelor's degree or experience in a related field.

Bookkeeping experience is preferred but not required.

A bilingual Spanish speaker is preferred but not required.

Knowledge of the philanthropic or nonprofit sector is a plus.

SCHEDULE:

Monday to Friday, 40-hour work week with occasional events and off-site visits.

Hybrid work schedule: 3 days per week in the Chula Vista office.

Availability to meet at employer's residence in El Cajon or accompany them to

off-site meetings and events in San Diego, Orange County, and other locations as required.

BENEFITS:

Health, vision, and dental insurance are provided.

403(b) retirement plan offered.

SALARY RANGE:

$70-80k based on experience.