Executive Assistant at Gentle Barn Foundation

Santa Clarita, California, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Jun, 26

Salary

35.0

Posted On

21 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Meeting Coordination, Travel Arrangements, Project Management, Gatekeeping, Stakeholder Communication, Correspondence Drafting, Cross-functional Coordination, Board Relations, Confidentiality, Discretion, Problem Solving, Adaptability, Google Suite Proficiency, Microsoft Office Proficiency, Emotional Intelligence

Industry

Non-profit Organizations

Description

Job Title: EXECUTIVE ASSISTANT Classification: FULL-TIME / NON-EXEMPT Reports To: CEO Location: On Site Schedule: Sunday - Thursday GENERAL SUMMARY: We are looking for an accomplished and proactive Executive Assistant to support the CEO. This full-time, onsite position extends beyond traditional calendar management; it demands a strategic partner who will guide execution and management of the CEO’s evolving priorities. This position is essential to the effectiveness of the CEO and the overall success of the organization. The Executive Assistant will play a pivotal role in ensuring the CEO can focus on strategic priorities while maintaining operational excellence across all areas. PRINCIPAL DUTIES & RESPONSIBILITIES: Executive Support • Provide comprehensive administrative and project management support to the CEO, including calendar management, meeting coordination, and travel arrangements • Anticipate the CEO’s needs and proactively address scheduling, priorities, and potential conflicts • Prepare agendas, briefing materials, presentations, and follow-up action items • Serve as a gatekeeper and strategic partner in managing the CEO’s time and priorities Communication & Liaison • Act as a primary point of contact between the CEO and internal/external stakeholders • Draft, edit, and manage high-level correspondence and communications • Interact professionally with board members, donors, partners, and staff at all levels • Ensure clear, timely, and effective communication on behalf of the CEO Operations & Coordination • Track and manage multiple high-priority projects simultaneously • Coordinate cross-functional initiatives and ensure alignment with organizational goals • Support board relations, including meeting logistics and materials preparation • Maintain systems for tracking deadlines, deliverables, and follow-ups Confidentiality & Discretion • Handle sensitive information with the highest level of confidentiality and professionalism • Exercise sound judgment in decision-making and information sharing QUALIFICATIONS: • Minimum 5 years of proven experience supporting a senior executive, preferably in a fast-paced or nonprofit environment • Some education strongly preferred • Exceptional organizational skills and meticulous attention to detail • Strong ability to prioritize, multitask, and manage competing demands under pressure • Superior written and verbal communication skills • High emotional intelligence and the ability to interact with diverse stakeholders • Demonstrated integrity, discretion, and professionalism • Self-starter with a proactive mindset and strong problem-solving abilities • Flexibility and adaptability in a constantly evolving environment • Proficient in utilizing and optimizing various software programs, including Google Suite, Microsoft Office (Word, Excel, PowerPoint) • Excellent verbal and written communication skills • Highly organized with strong attention to detail • Must be a proactive problem solver • Must be capable of working both independently and as part of a team • Proven skills in interfacing with a wide range of professionals • Ability to exemplify both discretion and confidentiality • Must be available to work varying hours based on the needs of the business • Prior experience with calendaring and travel coordination PREFERRED QUALIFICATIONS: • Spanish (Bilingual) • Prior experience with Neon is a plus

Responsibilities

The Executive Assistant will provide comprehensive administrative and project management support to the CEO, including managing the calendar, coordinating meetings, preparing materials, and acting as a strategic gatekeeper for the CEO's time and priorities. This role also involves serving as the primary point of contact for internal and external stakeholders, ensuring clear communication, and tracking high-priority projects.