Executive Assistant

About the Role

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant (EA) provides skilled administrative and clerical support to the CEO, Board of Directors (BOD), and other leadership staff. The EA uses considerable tact, diplomacy, discretion, and judgment when facilitating high-level communication for the organization.

The right candidate will work independently and handle a wide range of administrative and operational related tasks such as daily scheduling, long term planning, and special projects. This person has exceptional communication and organizational skills, works well under pressure, can handle overlapping deadlines and concurrent projects, and is resourceful in building relationships across multiple departments.

This position is full-time with an excellent benefit package, paid time off, and paid holidays. This is an exciting opportunity to be part of a mission-driven dynamic team devoted to preserving and protecting our local waterways. We strongly encourage applications from individuals that reflect the diversity of Los Angeles County, including but not limited to BIPOC, LGBTQIA and other traditionally underrepresented persons within the environmental movement.

Duties/Responsibilities:

    • Provide high-level administrative support and assistance to the CEO and/or other assigned leadership staff
    • Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for leadership staff
    • Compose and/or edit and send out professional quality emails and other communications on behalf of the organization and CEO
    • Help expedite the workflow through the leadership team and the office of the CEO, track expenses and budgets, and maintain materials and supplies
    • Schedule and attend meetings with the CEO, taking notes and recording minutes
    • Expertly arrange the CEO’s calendar for internal and external meetings while accommodating other attendees’ calendars
    • Arrange travel, lodging, meals, and other accommodations as necessary
    • Serve as Board liaison to the CEO and provide administrative support to the Board of Directors
    • Oversee all technology associated with board meetings and arrange communication prior, during, and after all BOD meetings and committee meetings
    • Facilitate work plans between the BOD and Heal the Bay’s leadership team
    • Other tasks may be determined in consultation with the CEO

Required Skills/Qualifications:

    • Minimum three years of experience as a senior-level administrative assistant and/or non-profit staff member or equivalent experience
    • Possesses a high degree of knowledge in office administration, clerical procedures, and recordkeeping systems
    • Superior interpersonal, oral, and written communication to publicly represent the CEO and the organization
    • Excellent organizational skills, attention to detail, and time management skills with a proven ability to meet deadlines
    • Proficient with Microsoft Office Suite, Adobe, and Zoom
    • Experience with Salesforce CRM and QuickBooks accounting software preferred
    • Ability to function well in a fast-paced environment, meet overlapping deadlines and manage multiple tasks simultaneously
    • Ability to promote an organizational culture of equity and inclusion
    • Commitment to the mission, values, goals, and success of Heal the Bay

Compensation: The Executive Assistant starting pay range is $25.50-$30.00 per hour with appropriate state and federal taxes withheld.

Hours and Schedule: The Executive Assistant is a full-time non-exempt position and operates on a similar schedule to the CEO. Some weekend and evening hours are required, and the EA operates under Heal the Bay’s hybrid work policy.

Benefits: The Executive Assistant position at Heal the Bay is eligible to receive health, dental, vision, and life insurance coverage. A Simple IRA retirement plan is available with up to 3% matching after the first year. 72 hours of accrued sick leave per year, 80 hours for year one and up to 160 hours for year six and thereafter of accrued vacation time. 14 paid holiday days and 2 paid personal days.

Applications will be reviewed immediately and on an ongoing basis in the order they are received. This position will be hired ASAP and remain posted until filled.