Executive Assistant

A mission-driven organization is seeking an experienced Executive Assistant to support senior leadership and ensure seamless day-to-day operations. The ideal candidate is a highly organized, detail-oriented professional with exceptional communication and problem-solving skills. Working closely with the President and Chief Executive Officer, this individual will optimize executive workflows by managing schedules, communications, and key initiatives while maintaining the highest level of professionalism and discretion.

Salary: $92,000–$115,000
Location: San Ramon, CA
Position Type: Direct Hire

Key Responsibilities:

• Manage and coordinate complex executive calendars, including internal and external meetings, events, and key contacts.
• Organize, schedule, and document meetings, including preparing agendas and recording minutes.
• Oversee a high volume of email correspondence (100+ daily), implementing systems to prioritize, organize, and maintain communications.
• Facilitate ongoing communication via email, text, and phone in a timely and professional manner.
• Draft and edit internal and external communications, reports, presentations, and other written materials with clarity and precision.
• Serve as a primary point of contact and gatekeeper for incoming communications, ensuring appropriate prioritization and follow-up.
• Track and manage multiple projects simultaneously, providing regular status updates and ensuring timely completion of action items.
• Maintain and organize corporate and executive records, including legal and financial documents, ensuring accessibility and confidentiality.
• Safeguard sensitive information and maintain strict confidentiality at all times.
• Coordinate board meetings and retreats, including logistics, materials, and documentation; record and distribute meeting minutes and follow up on action items.
• Conduct research, compile data, and prepare summaries, reports, and correspondence on behalf of executive leadership.
• Prepare onboarding materials and orientation packets for board members.
• Support executive involvement in professional organizations, memberships, and external engagements as needed.
• Participate in strategic meetings and initiatives, contributing to discussions and ensuring timely execution of assigned tasks.
• Stay current on professional best practices through ongoing learning, networking, and industry engagement.
• Provide occasional personal support to the executive, including errands and administrative tasks.

Qualifications:

• Bachelor’s degree from an accredited college or university preferred
• 5–7+ years of experience supporting C-level executives
• Strong proficiency in Microsoft Office, particularly Outlook
• Experience working in a fast-paced, high-demand professional environment
• Exceptional organizational skills and attention to detail
• Strong interpersonal skills with a positive, professional demeanor
• Excellent research and analytical abilities
• Ability to work both independently and collaboratively
• Proactive mindset with the ability to anticipate needs
• Adaptable, flexible, and solution-oriented
• Strong written and verbal communication skills, including grammar and business writing
• High level of accuracy and typing proficiency
• Demonstrated professionalism, discretion, and sound judgment
• Ability to manage multiple priorities and adapt quickly to change
• Willingness to provide support outside standard business hours as needed
• Professional appearance and presence
• Local candidate with strong familiarity of the area preferred
• Valid driver’s license and reliable transportation
• Ability to successfully complete background and reference checks

Due to the high volume of applications, only candidates selected to move forward in the process will be contacted, typically within one week of submission.