EXECUTIVE ASSISTANT
JOB DESCRIPTION SUMMARY REPORTS TO: COO
 
BASIC PURPOSE OR FUNCTION OF THE POSITION:
We are seeking a highly organized and detail-oriented Executive Assistant to provide administrative support to our CEO and COO. The ideal candidate will be proactive, resourceful, and able to handle a wide range of responsibilities. The EA's ability to anticipate needs, juggle multiple complex tasks, and maintain a positive and professional demeanor is essential. The EA plays a critical role in ensuring a high functioning executive team and supporting communication flow across the organization and with key stakeholders such as staff, donors, vendors and agency partners.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Calendar Management and Executive Coordination:

• Proactively coordinate and manage the CEO’s and COO’s calendars, scheduling internal and external meetings, appointments, and travel arrangements. 
• Prioritize conflicting demands and ensure timely attendance at important events. Judiciously, strategically prioritize requests for engagement with and from the President/CEO. 
• Manage the daily operations of the President/CEO’s office, including support on task lists, priorities, email management, engaging proactively and exercising independent judgment, forward thinking, and sharp intuition to maximize the effectiveness and efficiency of the executive function. 

Communication:

• Draft and edit emails, memos, and other correspondence on behalf of the executives. Manage confidential information with a high level of discretion. 
• Handle incoming calls, inquiries, and requests, filtering and redirecting as necessary. 
• Support internal communications efforts – drafting summaries, powerpoint presentations and supporting other efforts to support information sharing and culture building.

Special Projects and Other Administrative Support:

• Support special initiatives, research, and strategic planning efforts. 
• Support the annual planning process and other org wide initiatives 
• Assist with tracking progress against Annual Plan goals
• Participate in effort to enhance processes and cross functional communications in support of the overall operational effectiveness of the organization
• May provide support to other Leadership Team members and committees they support. 
• Provide regular back-up coverage for office administration duties in coordination with the League’s Operations team.
• Crosstrain on office administration functions and maintain knowledge of current office protocols and procedures to support back-up coverage effectiveness. 
• Adapt to changing priorities and handle ad hoc tasks effectively. 
• Other duties as assigned. 

Meeting & Event Support:

• Prepare meeting agendas, materials, and presentations for Executive Team meetings, Leadership Team meetings, and all-staff meetings.
• Attend Executive and/or Leadership Team meetings as directed, taking minutes, and following up on action items. 
• Coordinate and plan staff events, speaker series and other meetings and events 
• In collaboration with the Development team and others, assist in organizing fundraising events, board meetings, and internal retreats and offsites. 
• Collaborate with Development team to coordinate donor events, visits, meetings, and related travel. 
• Coordinate logistics, invitations, and follow-up communications. 

Travel Coordination:

• Arrange travel, including flights, rental cars, accommodations, and ground transportation for CEO and COO.
• Prepare detailed itineraries and ensure smooth logistics. 

Document and Financial Administration:

• Maintain organized electronic and physical filing systems. 
• Handle and process sensitive documents, including invoices, contracts, and legal paperwork. 
• Process expense reports for CEO and COO 
• Assist other departments with mailings, projects and events as time permits. 

Relationship Building:

• Cultivate positive relationships with staff, donors, board members, vendors, and external partners. 
• Keep current on the League’s activities to enhance CEO and COO support effectiveness. 
• Represent the organization professionally at events and conferences. 

 
QUALIFICATIONS:

• Minimum of three years’ relevant experience
• Excellent judgment and proven ability to independently and proactively develop solutions, take immediate action, manage multiple projects with competing priorities, and complete them to the highest standards in a timely manner. 
• Technology-savvy with extensive experience using office equipment, computers and information systems; highly skilled in the use of Microsoft Office 365 (Outlook, SharePoint and Teams); video conferencing; Asana a plus; must be able to quickly learn and use new software programs and apps. 
• Must be able to maintain a high degree of confidentiality 
• Experience with calendar management and demonstrated ability to proactively plan for meetings, events and projects. 
• Strong customer service orientation, organization and the high degree of discretion, accuracy, sensitivity, diplomacy and finesse required to effectively represent the needs of the executive office and the League’s mission and interests to internal and external stakeholders, including the Leadership Team and all staff, Directors, Councilors, public officials, potential donors, landowners, conservation partners, other community organizations and the public. 
• Superior interpersonal, oral and written communication skills; excellent knowledge of business writing and correspondence protocols and a high degree of accuracy. 
• Experience in business meeting planning and production. Event planning experience a plus. 
• Ability to calmly and efficiently handle situations ranging from routine to highly complex. 
• A strong commitment to the League’s Diversity, Equity, and Inclusion values and commitments, as well as the League’s cultural attributes – empowering, accountable, continuously improving, supportive and inclusive. 
• Demonstrated cultural competency and ability to communicate and interact effectively with people across cultures, ethnic groups, and identities; verbal and written fluency in a language other than English is desirable. 

 
SUPERVISORY RESPONSIBILITIES:

• None 

 
WORKING CONDITIONS/PHYSICAL EFFORT:

• Occasional travel via auto or (rarely) air, predominantly within California. 
• Hybrid work expectations: 2-4 days in office per week at our 111 Sutter office location
• Some weekend and evening responsibilities. 
• Valid driver’s license and safe driving record. 
• Regularly sits at a desk or computer workstation. 
• Regularly utilizes computers and other office equipment. 
• Frequently moves about the office to collaborate with colleagues. 
• Occasionally lifts, carries or otherwise moves and positions objects weighing up to 30 pounds. 

 

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