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Looking for More Than Just a Job?

Use your executive assistant skills to make a real impact!

We’re offering a unique opportunity where your organizational talent and professional expertise support a mission that truly matters—the well-being of children in your community.

If you're looking for a role that combines purpose, precision, and the chance to contribute to meaningful change, this could be the perfect fit.

Put your skills to work—where they count.

GENERAL FUNCTION:

This position provides high-level administrative support to the Chief Executive Officer and Board of Directors, ensuring efficient coordination of executive, board, and organizational functions. The Executive Assistant is responsible for managing daily executive operations, supporting board relations and development activities, maintaining accurate records and meeting documentation, and assisting with organizational communications. The position requires professionalism, discretion, and a high degree of organizational skill to manage multiple priorities in a fast-paced nonprofit environment.

Qualifications

QUALIFICATIONS:

+ Must be able to be associated with Casa de Amparo through Community Care Licensing (CCL), which typically includes clearance by FBI, DOJ and CACI.

+ Bachelor’s degree in business administration, Communications, Public Administration, or related field preferred; equivalent combination of education and relevant experience will be considered.

+ Minimum of five years of progressively responsible executive-level administrative experience, preferably in a nonprofit organization.

+ Project manage Casa de Amparo’s Behavioral Health Continuum Infrastructure Program (BHCIP) award, including tracking milestones, coordinating deliverables, monitoring compliance, and reporting deadlines, and ensuring timely communication between the CEO, contractors, and funding agencies to support successful implementation and fund utilization.

+ Exceptional organizational skills, attention to detail, and ability to manage multiple priorities and deadlines.

+ Strong written and verbal communication skills, with demonstrated experience preparing correspondence, reports, and meeting materials.

+ Experience supporting executive leadership or a Board of Directors, including the ability to maintain confidentiality and to operate in the role with the highest of ethical standards and professionalism are required.

+ Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with database or donor management systems preferred.

+ Demonstrated experience in working independently and within a team to identify, analyze, and solve problems with creative and successful solutions. Proactive in identifying issues and solutions.

+ Positive “can-do” attitude and the ability to work within a team environment.

+ Professional, authentic, approachable, and diplomatic in nature.

+ Proven capacity to engage effectively with diverse levels within and outside the organization in a manner reflective of senior management.

+ Flexible, proactive, and able to adapt to changing priorities and responsibilities.

+ MAJOR TASKS:

+ Provide comprehensive administrative support to the CEO, including scheduling, correspondence, travel arrangements, and confidential document management. Act as a “gatekeeper” for CEO’s time and attention.

+ Serve as the primary point of contact and liaison between the CEO, Board of Directors, staff, donors, and community partners.

+ Coordinate Board of Directors and Executive Committee meetings, including scheduling, preparing and distributing agendas, compiling meeting packets, and recording and maintaining accurate minutes.

+ Support board governance by maintaining board rosters, terms, committee assignments, board manual, and ensuring compliance with bylaws and governance requirements.

+ Assist with board member engagement and development activities, including onboarding new members, coordinating communications, planning, and executing board socials, and tracking participation.

+ Support CEO with development and fundraising activities, including maintaining donor correspondence, assisting with grant or proposal materials, and supporting stewardship communications.

+ Prepare and edit letters, reports, presentations, and other materials on behalf of the CEO.

+ Manage and organize confidential files, contracts, and records in accordance with organizational policies.

+ Coordinate logistics and materials for internal leadership meetings, strategic planning sessions, and special events. Attend organizations events to help with guest check-in, timelines, and organize CEO’s speaking points.

+ Track key deadlines and ensure timely completion of reports, deliverables, and follow-up actions.

+ Support cross-departmental communication by assisting in the dissemination of CEO or board directives and ensuring follow-up where appropriate.

+ Manage the CEO’s calendar, prioritize appointments, and anticipate needs to ensure optimal use of time and resources.

+ Assist in monitoring organizational communication channels, including responding to or directing inquiries as appropriate.

+ Support the development and implementation of administrative systems and procedures to improve efficiency and workflow.

+ Manage expense reports, purchase orders, and reimbursements related to the CEO and board activities.

+ Assist in coordinating organizational recognition, donor, and community engagement events as directed by the CEO.

+ Handle sensitive and confidential information with the utmost professionalism and discretion.

+ All other duties as assigned.

+ EFFECT ON END RESULT:

This position ensures effective administrative operations for the CEO and Board of Directors, enhances organizational coordination and communication, and supports the overall mission and strategic goals of the agency through accurate documentation, relationship management, and professional representation of the executive office.

ACKNOWLEDGEMENT:

This job description is not intended to be all inclusive. It is understood that the employee will also perform other reasonable related duties as assigned. Job descriptions are reviewed periodically and may be revised if deemed necessary. This job description is not a written contract.