Executive AssistantThe Executive Assistant (EA) provides a wide range of functions to ensure the effectiveness of the President & CEO and the Managing Director of Strategic Initiatives (MDSI) of a mission-driven nonprofit organization dedicated to providing healthcare to those who can least afford it. The CEO sets the strategic direction for the organization. The MDSI sets the final deliverables.
The EA implements and follows the MDSI's decisions and direction and ensures completion of assigned actions. This role is ideal for a hyper organized, tech savvy person who thrives on moving complex work forward across teams and stakeholders. This position requires excellent judgement and decision-making, the ability to manage confidential and non-routine information, a proactive mindset, and an action-oriented approach.
The ideal candidate has precise attention to detail, the ability to function with minimal supervision, excellent written and verbal communication skills, and very high customer-service orientation, including a willingness to help with a diverse set of tasks and needs that come up throughout their daily work.Key Duties and Responsibilities:Proactively manage the CEO's schedule in coordination with the MDSI including heavy calendaring and meeting and travel coordinationManage and triage CEO's internal and external communication including emails, mail, signature requests, and other critical itemsOrganize and file important agency mail, emails, records, and other important paperworkTrack and submit expense reportsTrack projects and other initiatives and provide timely updatesCoordinate internal and external meetings, including scheduling, preparing meeting agenda and materials, recording and sharing meeting minutes, and following up on action items and deliverablesCoordinate logistics for meetings, retreats, donor/funder visits, conference presentations, speaking engagements, and other eventsOrganize catering for in person meetings/retreats and special eventsMaintain consistent presence at the facility and take ownership of the spaceMonitor supply levels and reorder supplies and equipment as needed (office supplies, hygiene supplies, printer materials, meeting supplies, kitchen items, etc.)Maintain organized supply storage areas and ensure supplies are neat and accessibleEnsure common areas (conference rooms, reception, kitchen, shared workspaces) are tidy, functional, and ready for useCoordinate with Facilities/Operations Department on building wide initiatives, repairs, cleaning needs, or space configuration requests (submit IT/Facilities tickets when issues arise and track completion)Maintain an organized system for reserving rooms and equipmentAnswer and triage telephone calls, mail, and in-person visits by staff, clients, and other guestsGreet and support visitors and guests and ensure all visitors adhere to safety protocols and have a smooth experience visiting the spaceOversee incoming and outgoing mail and packages for 986 Mission and ensure timely routing to appropriate departments or individualsPrepare meeting spaces with materials, refreshments, signage, or technical setup as directedSupport departments with events on site (e.g. new staff orientation, graduation ceremonies, donor/funder visits, etc.)Maintain an updated HQ procedures guide and communicate relevant updates to staffServe as a point-of-contact for day-to-day HQ logistical and administrative questionsTranslate decisions and strategic direction into organized workplans, calendars, and task lists and manage follow-up with executive team in coordination with the MDSIAttend and schedule internal/external meetings and in-person retreats, and coordinate all pre and post meeting logistics including preparing agendas, ensuring attendance, taking minutes, ordering supplies and catering, and following up on tasksPrepare, proof, and format documents, slide decks, and other important executive documents and ensure version control and timely distributionHandle sensitive information with discretion and maintain organized digital files and recordsServe as the liaison between the CEO and MDSI and the Board of DirectorsProvide administrative and logistical support to the Board of Directors and the committees such as take minutes, file important documents, ensure compliance with by-laws, etc.Prepare agendas, board packets, formal written reports, and other relative documentsTake and archive meeting minutes and keep organized for distribution to relative departments as neededProvide support with board stewardship such as board recruitment and recognitionSchedule and attend board meetings, committee meetings, retreats, and special eventsOrder supplies and catering for meetings and eventsParticipate as an active member of organization's Employee Engagement Committee and serve as the secretary and project coordinator for the iDARE (DEIB) Steering Committee, Project Management Committee (PMC), and the Modernization Team.Schedule meetings, track projects, monitor milestones, flag delays, and surface risks to the MDSIAttend committee meetings, take structured notes and track follow-ups and ensure committee members complete assigned tasks on timeCoordinate input from multiple departments and stakeholders (collecting updates, documents, data, etc.) and ensure effective cross-team communicationAssist with drafting, formatting, and assembling project deliverables such as reports, presentations, timelines, and summariesSchedule recurring and ad-hoc committee meetings, secure meeting spaces or virtual links, and ensure all logistics are in placePrepare agendas, drafts, and supporting documents and ensure materials are distributed in advance and accessible to all participantsMaintain organized archives of agendas, minutes, and decision logs.Send reminders, status updates, and follow-up communications consistent with MDSI expectationsSupport the onboarding and orientation of new committee members (e.g., sharing materials, charter documents, norms)Required Knowledge, Skills and Abilities:Bachelor's degree and at least 2-4 years of related professional experience, including experience with project management, complex calendaring and scheduling, and external stakeholder communicationMust be able to commute and work out of the administrative headquarters 4-5 days per weekMust be able to travel to programs throughout California as neededMust be able to work evenings and some weekends for events as neededCollaborative spirit; willingness to support colleagues and constituents, ability to remain calm and maintain a sense of humor in high-pressure situationsAbility to thrive under pressure; diplomatically multi-task and cope with uncertaintyExcellent written, oral, and interpersonal skills; ability to maintain a professional demeanor while interacting with all types of stakeholders and consumersAbility to exercise common sense in routine and non-routine situations, willingness to manage up as necessary and appropriateExcellent organizational skills; keen appreciation for accurate filing and recordkeeping systemsAbility to maintain the confidentiality of sensitive and non-routine informationExcellent computer skills including Microsoft Office Suite and Internet including Microsoft TeamsExperience working in healthcare, social services or non-profit settingsExperience with board management, project management, and committee managementWe will consider for employment qualified applicants with arrest and conviction records.Must complete a background check and livescan.