Position Title: Executive Assistant – Special Projects & Events
Status: Full Time
Department: Executive Office
Reports to: President & Chief Executive Officer
Position Summary: The Executive Assistant will provide high-level administrative support to the President & CEO, with this being the primary responsibility and top priority of the role. In addition to this core function, the Executive Assistant will be responsible for coordinating special projects, internal and external event planning, and venue management. Serve as a liaison between the President and CEO to the Board of Directors.

QUALIFICATIONS & SKILLS:

• Minimum 3–5 years’ experience in executive support, project coordination, or event planning.
• Strong organizational and time-management skills with attention to detail.
• Excellent communication and client service skills. Bilingual (English/Spanish) strongly preferred.
• Proven ability to manage multiple priorities and deadlines.
• Experience managing events from conception to execution, ideally in a nonprofit or venue setting.
• Proficiency in Microsoft Office, Google Workspace, Canva, and event management software preferred.

• Assist the CEO in the timely management of all written, telephone, e-mail, social media, and voicemail communication with a variety of constituents.
• Prepare his daily and weekly agenda including pending items to be completed, via email, text one day before, and print as needed.
• Compose internal memos and external correspondence as needed and instructed by President & CEO, track responses and follow up permanently.
• Be responsible for heavy calendar management, requiring deep understanding of prioritization, interaction with both internal and external constituents, including staff, Board of Directors, other social service providers, donors, government officials, etc.
• Monitor CEO’s electronic and “snail” mail and prioritize for his review and follow-up on them when directed.
• Assist CEO with development of materials for presentations.
• Organize and attend all meetings of the Board of Directors, Board committees, and the Executive Staff, and other meetings as needed, take notes, and assist with presentation of materials.
• Monitor monthly Board reports are provided by the team and prepare Board of Directors packets for monthly and a variety of meetings.
• Establish and maintain productive, appropriately professional relationships with internal and external constituents with whom the President & CEO has contact.
• Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.
• Maintain file of all grants and grant applications, programmatic contracts, MOU’s, etc.
• Make contact with outside parties as requested by supervisor.
• Performs customer service functions by answering employee requests and questions.
• Other related projects as assigned duties by President & CEO
• Provide project management support for CEO-assigned initiatives and cross-departmental efforts. Track project timelines, deliverables, and ensure follow-through with key stakeholders.
• Support internal initiatives including but not limited to wellness campaigns, cultural events, board meetings and retreats and staff engagement projects.