Executive Assistant to the President & CEO Ventura County Community Foundation - 4.0 Camarillo, CA Job Details Full-time $65,000 - $78,000 a year 1 day ago Benefits Health savings account Paid holidays Health insurance Dental insurance Flexible spending account Paid time off Vision insurance 401(k) matching Professional development assistance Flexible schedule Life insurance Retirement plan Qualifications Microsoft Excel Microsoft Outlook Filing Executive administrative support Research Organizational skills Delegation Full Job Description Job Title Executive Assistant to the President & CEO Reports to President & CEO Status Full-time, exempt About the Ventura County Community Foundation The Ventura County Community Foundation stewards more than $285 million in charitable assets on behalf of individuals, families, and organizations who love this community. We describe ourselves as keepers of the dream. Donors trust us with their charitable dreams, and we keep those dreams alive with care, discipline, and integrity across generations. Our work is connecting people, resources, and solutions to build lasting impact in our shared world. We are a small team carrying a large mandate. That combination makes this a role of unusual reach. The person in this seat sits at the center of a foundation working on early childhood education, local journalism, guaranteed income, disaster resilience, and the long-term financial security of the nonprofits that hold this county together. Position Summary The Executive Assistant works in a close one-on-one partnership with the President & CEO and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The role protects the CEO's time, anticipates what is coming, and makes sure nothing of consequence falls through. This is not a task-taking position. The Executive Assistant exercises independent judgment daily, holds confidential information belonging to donors, board members, and team members, and represents the Foundation to some of the most significant philanthropic and civic leaders in the region. The right person is unusually organized, calm under pressure, quick to learn, and genuinely interested in the mission. The Executive Assistant is also the steward of "Home Plate", the daily operating system that keeps the CEO's office and the leadership team aligned. Maintaining that rhythm is a core function of the role, not an add-on. What Success Looks Like By the end of the first year, the Executive Assistant will have: Earned the full trust of the President & CEO, the Board Chair, and the leadership team, and become the person everyone calls first. Taken ownership of Home Plate so that daily priorities, follow-ups, and commitments move without prompting. Built a calendar and travel practice that reflects real strategic priorities rather than the order in which requests arrive. Delivered board and committee materials that are accurate, complete, and early. Used AI tools to shorten turnaround on drafting, research, scheduling, and document preparation, and shared what works with the rest of the team. Roles and Responsibilities Executive Support Manages an extremely active calendar. Plans, coordinates, and protects the CEO's schedule, helps prioritize appointments, and facilitates delegation across the full team. Completes a broad range of administrative work, including expense reports, correspondence that is often confidential, complex travel plans and itineraries, and preparation of materials for meetings. Communicates directly, and on behalf of the President & CEO, with board members, donors, professional advisors, nonprofit partners, elected officials, and team members. Researches, prioritizes, and follows up on incoming issues addressed to the President, including those of a sensitive or confidential nature, and determines the appropriate course of action, referral, or response. Keeps the President & CEO well informed of upcoming commitments and responsibilities. Acts as a barometer for the issues moving through the organization and the community, and surfaces them early. Drafts acknowledgement letters, personal correspondence, briefing notes, and meeting recaps that are ready to send with minimal editing. Prioritizes competing needs, handles matters expeditiously and proactively, and follows through to completion under real deadline pressure. Board and Governance Support Coordinates logistics, scheduling, materials, and minutes for board and committee meetings, and for the annual board retreat. Maintains the board calendar, rosters, terms, conflict of interest disclosures, and governance files with precision. Supports board members with travel, lodging, and meeting arrangements as needed. Maintains discretion and confidentiality in every relationship with board members. The Foundation operates under a long-term Attorney General oversight agreement, and accuracy in governance records is a fiduciary obligation, not a clerical one. Communications, Partnerships, and Outreach Keeps the President's biography, headshot, speaker materials, and standing organizational language current, and responds to requests for them. Prepares first drafts of written communications to external stakeholders and edits materials to VCCF house style. Prepares briefing documents in advance of meetings with donors, partners, and civic leaders, including background, history, and desired outcomes. Manages the follow-up loop after external meetings so that commitments made by the President are tracked and honored. Strategic Initiatives and Special Projects Works with the Strategic Initiatives team to coordinate the President's outreach activities and supports cultivation of ongoing relationships. Manages special projects on behalf of the President, some of which carry organizational impact, from conception through completion. Tracks progress against the Foundation's Strategic Plan commitments as they relate to the Office of the President. Technology, Systems, and AI Serves as steward of Home Plate, the daily team operating system, and keeps it current and useful. Uses AI tools with fluency and good judgment for drafting, summarizing, research, scheduling, and document preparation, while ensuring accuracy with all work product. The Foundation has made AI, automation, and brain capital leadership a formal strategic priority, and this role is expected to model that. Maintains clean digital files, contact records, and workflows in the Office of the President. Applies sound judgment about what information may and may not be placed into any external system, consistent with donor confidentiality and Foundation policy. Qualifications and Competencies Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. Expert-level written and verbal communication skills. Writing samples will be requested. Very strong interpersonal skills and the ability to build relationships with team members, board members, donors, and external partners. Proven ability to handle confidential information with discretion and to be adaptable to competing demands. Demonstrated proactive approach to problem-solving with strong decision-making capability. Emotional maturity, steadiness under pressure, and a sense of humor. Highly resourceful team player who is also extremely effective working independently. Forward-looking thinker who actively seeks opportunities and proposes solutions rather than waiting for direction. Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Genuine interest in philanthropy, nonprofits, and the well-being of Ventura County. Education and Experience Associate or bachelor's degree required. Five or more years supporting C-level executives, ideally including board-facing work. Experience in a foundation, nonprofit, financial services, or professional services environment is a plus. Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint. Demonstrated comfort learning new technology quickly, including AI assistants, project management platforms, and CRM or donor database systems. Valid California driver's license, reliable transportation, and willingness to travel locally for meetings and events. Work Environment and Physical Requirements This position works on-site in Camarillo during regular business hours, with occasional early morning, evening, or weekend work tied to board meetings, donor events, and community gatherings. The role requires extended periods at a computer, frequent communication by phone and video, and the ability to lift and carry materials of up to 25 pounds for meetings and events. Compensation and Benefits The hourly range for this position is $65,000 to $78,000, commensurate with experience. VCCF offers medical, dental, and vision coverage, a retirement plan with employer contribution, generous paid time off, paid holidays, and professional development support The Ventura County Community Foundation is an equal opportunity employer. We are committed to a workplace where every team member is respected and supported, and we welcome applicants of every background. Employment is at will. This position description outlines the general nature of the work performed and is not an exhaustive list of all responsibilities, duties, and skills required.

Job Type:

Full-time Pay:

$65,000.00 - $78,000.00 per year

Benefits:

401(k) matching Dental insurance Flexible schedule Flexible spending account Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person