What are the responsibilities and job description for the Executive Assistant position at One805?
About the position
As an Executive Assistant to the CEO of One805, a rapidly growing non-profit organization, you will play a crucial role in supporting the CEO and ensuring the smooth operation of the organization.
This position requires a highly organized and proactive individual who can manage a variety of tasks with professionalism and discretion.
The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to thrive in a fast-paced environment, contributing to the mission of enhancing community resilience and supporting First Responders in Santa Barbara County.
Responsibilities
- Provide comprehensive executive administrative support to the CEO, including managing schedules and Outlook Calendar.
- Handle phone etiquette with professionalism, ensuring all communications are managed effectively.
- Draft and manage letters, emails, and communication to key stakeholders, including the Chiefs of Santa Barbara County, donors, and Foundations.
- Plan and coordinate small events, meetings, and travel as needed.
- Coordinate and prepare for executive board meetings, including scheduling, drafting agendas, taking minutes, and ensuring appropriate follow-up.
- Maintain organized filing systems for important documents and correspondence.
- Proofread various documents to ensure accuracy and clarity before distribution.
- Assist with clerical tasks such as data entry, report generation, and maintaining records.
- Collaborate with other departments (donor management, marketing, etc.) to ensure seamless communication and project execution.
- Handle confidential and sensitive matters with discretion, particularly around board discussions and donor relations.
- Provide budgeting support, including tracking expenses, preparing budgets, and managing reconciliation reports for the CEO, COO, CFO, and bookkeeper.
- Oversee special projects from time to time, as directed by the CEO, ensuring that objectives are met on time and within budget.
- Support relationships with external stakeholders, including donors, vendors, and partners.
- Prepare reports, presentations, and documents as needed to support board meetings, events, and fundraising efforts.
- Maintain organizational records, ensuring efficient filing and document management.
Requirements
- Bachelor's degree in business administration, nonprofit management, event planning, or a related field is preferred.
- Minimum 3-5 years of experience in an executive support, event planning, or nonprofit role, with experience managing volunteers and interfacing with boards.
- Strong organizational skills with the ability to multitask and manage competing priorities.
- Exceptional written and verbal communication skills, with an emphasis on clear, professional correspondence.
- Proficiency in Microsoft Office, Google Workspace, and bookkeeping software (e.g., QuickBooks).
- Experience with high-profile relationships is a plus.
Nice-to-haves
- Familiarity with event planning processes is a plus.
- Proficiency with Donor Perfect, Mac OS, and PC desirable.
Job Types: Full-time, Part-time, Temporary, Contract
Pay: $30.00 - $36.00 per hour
Expected hours: 30 – 40 per week
Schedule:
- 4 hour shift
- 8 hour shift
- Monday to Friday
- On call
- Weekends as needed
Experience:
- Executive administrative support: 5 years (Required)
Location:
- Santa Barbara, CA 93105 (Required)
Ability to Commute:
- Santa Barbara, CA 93105 (Preferred)
Work Location: Hybrid remote in Santa Barbara, CA 93105
Salary : $30 - $36