Executive Assistant Organization:

(Confidential)

Location:

Pasadena, CA /

Onsite Position Type:

Full-Time, Exempt Reports To:

President/COO Position Overview The Executive Assistant serves as the primary administrative partner to the leadership team and the support bridge to the Board of Directors. This role requires an experienced professional who balances high-level executive logistics with warm, mission-driven hospitality. The ideal candidate thrives in a fast-paced philanthropic environment, mastering complex scheduling, office operations, and community stakeholder communications with discretion and diplomacy. Key Responsibilities 1. Executive Support & Calendar Management

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Calendar Architecture:

Manage complex, high-volume calendars for the President/COO and program/grants team, strategically prioritizing time blocks for foundation initiatives, grantee meetings, and site visits.

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Meeting Logistics:

Coordinate all aspects of executive meetings, including preparing agendas, briefing materials, technical setups, and catering.

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Travel Coordination:

Arrange occasional comprehensive travel itineraries, including flights, lodging, ground transit, and processing associated expense reports.

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Communication Gatekeeping:

Review, prioritize, and track incoming executive correspondence, ensuring timely follow-ups and drafting professional responses. 2. Board Liaison & Governance Support

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Meeting Management:

Execute the logistics for all quarterly Board of Directors and committee meetings, managing venue sourcing, technology, and materials.

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Governance Documentation:

Draft, organize, and distribute official Board books, and comprehensive meeting minutes.

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Compliance Tracking:

Maintain up-to-date board rosters, conflict of interest forms, bylaws, and official foundation archives.

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Relationship Management:

Serve as a reliable, highly professional point of contact for Board members, addressing inquiries and coordinating their foundational activities. 3. Office Management & Operations

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Facility Oversight:

Supervise daily office operations, maintaining standard operating procedures, managing physical space layouts, and troubleshooting facilities issues.

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Procurement:

Monitor and replenish inventory for office supplies, kitchen provisions, and specialized foundational materials.

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Digital Organization:

Maintain and optimize the foundation's cloud-based filing systems and central internal databases. 4. Reception & Hospitality

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Guest Welcoming:

Serve as the professional face of the foundation, greeting grantees, community leaders, donors, and high-profile visitors.

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Direct Communication Management:

Direct incoming phone inquiries and general foundation emails to the correct internal teams with exceptional etiquette.

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Event Support:

Partner with the program/grants team to host onsite community workshops, funder briefings, and foundation networking events. Required Qualifications Experience & Education

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Years of Experience:

Minimum of 5-7 years of experience supporting C-Suite executives, with at least 1 year serving as a board liaison.

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Sector Background:

Prior experience working within a non-profit organization, philanthropic foundation, or public trust is highly preferred.

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Education:

Bachelor's degree in Business Administration, Communications, Public Policy, or a related field (or equivalent professional experience). Technical Skills

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Software Proficiency:

Advanced mastery of Microsoft Office 365 (Word, Excel, PowerPoint, Outlook).

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Digital Tools:

Familiarity with video conferencing systems (Zoom, Teams), expense software (BILL.com and Paylocity), and CRM databases (Salesforce, Quickbooks). Core Competencies

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Discretion & Ethics:

Unwavering commitment to maintaining strict confidentiality regarding sensitive grantmaking, financial, and board decisions.

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Project Management:

Exceptional organizational skills with a proven ability to manage multiple moving targets under tight deadlines.

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Communication Artistry:

Superb written, editing, and verbal communication skills tailored for community grassroots leaders and board members.

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Adaptability:

A calm, solution-oriented demeanor capable of pivoting quickly when schedules or organizational priorities shift. Benefits & Compensation

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Salary Range:

$80,000-$90,000 commensurate with experience.

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Benefits:

Comprehensive medical, dental, and vision insurance packages (100% employer-covered options), and retirement benefit.

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Paid Time Off:

Generous amount of paid time off, wellness days, and paid foundation holidays.

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Philanthropic Perks:

Matching gift program for personal charitable donations.

Pay:

$80,000.00 - $90,000.00 per year

Benefits:

Dental insurance Health insurance Retirement plan Vision insurance

Work Location:

In person