Executive Assistant

Executive Assistant, Operation Surf 

Avila Beach, California 

About Operation Surf: 

Operation Surf is a 501 (c)(3) nonprofit organization that channels the healing powers of the ocean to restore hope, renew purpose, and revitalize community. It strives to change lives one wave at a time through adaptive surfing, compassionate mentorship, and the healing powers of the ocean. Operating primarily in coastal communities along the California Coast, Operation Surf provides programs for wounded military, their families, and those in need. 

Job Description: 

Reporting to the Founder/ Program Director, the Executive Assistant will be responsible for providing organizational support to the founder in areas including but not limited to: Scheduling, phone calls, emails, project management, meeting arrangements, and project support. The main role of the Executive Assistant is to help think administratively for the Founder, provide organization, attention to detail and support. They must also operate within the core values of the organization and culture. 

Key Responsibilities: 

• Administrative Duties: 
• Manage the founders emails, including filtering, answering and sending emails from the founders email on his behalf.
• Manage the founders schedule, meetings, and notes for meetings. 
• Returning and making phone calls on behalf of the founder.
• Understand the founders network and contacts to help bring together proper meetings and teams where needed. 
• Manage/operate the founders profiles in organizations technology systems on behalf of the founder. 
• Maintain, create, and improve organizational systems and procedures for the founder 
• Take notes during meetings and keep organized so you can remind and provide those details when needed. 
• Help set next steps at end of meetings and provide the follow up/ follow through.
• Understand all roles of the team and how to best support the gap between founder and team member.
• Understanding the working style of the Founder and areas of needs so you can fill the gap and provide those strengths. 
• Preform any tasks or research duties assigned by the founder.
• Provide planning logistics for off-sites, scouting trips, special events and travel.
• As required, prepare agendas, correspondence, memos, and reports.

Thinking Administratively: 

• Be proactive and take initiative
• Think with a problem solving mind of how to help achieve the end task goals of founder. Through providing things like “the right people in the room”, “the right memo to brief on details”, the right “task prioritizing” to help founder task manage and achieve. Tee the founder up for success. 
• Analyzing what is “not working” and help bring organization to make it work better. Find the gaps/ problems, and help create proficiencies and ease. 
• Strong communication and honesty. Ability to question, but have extreme adaptability to make things work. 
• Tenacity with ability to pivot and be flexible. 
• Strong loyalty and alignment with founders goals and vision. 
• Mature ability to communicate and understand with emotional intelligence.

Qualifications:

• Excellence in organizational management and attention to detail. 
• Strong organizational skills and self driven. 
• Experience as an assistant is a strong plus. 
• Strong written and verbal communication skills; a persuasive and passionate communicator with excellent interpersonal and multidisciplinary project skills. 
• Action-oriented, adaptable, and innovative approach.
• Ability to work effectively in collaboration with diverse groups of people.
• Passion for the mission, integrity, positive attitude, and self-directed. 
• Proficient in using technology as a management reporting tool and experience working with information technology to develop and implement program evaluation systems
• Personal qualities of integrity, credibility, and a commitment to and passion for Operation Surf’s mission.

Organization Culture and Expectations: 

As a team, we are responsible to hold the highest example for those we serve. The following are how we do this: 

• Being open and honest of sharing your story and vulnerability. 
• Understanding Recovery. 
• Understanding Alignment Questions. 
• Seek personal growth always. 
• Always accept your part and understanding how we affect others. 
• Participate and contribute in a healthy way that is in alignment to the culture

within all operation surf programs and platforms. 

• Embody that consistent perspective from Operation Surf leaders, coupled with honest and open sharing, fosters a sense of belonging and creates a safe space for everyone to feel understood and supported, especially newcomers encountering shared language from like-minded individuals, thus alleviating feelings of being alone or different.

Job Details: 

• Part time 20-30 hours a week. 
• In office.
• Ability to work events, weekends, and fundraisers when needed. 
• Hourly pay starting at $25.
• To apply: Please send resume and cover letter to amanda@operationsurf.org