Executive Assistant and Office Manager


Executive Assistant and Office Manager

About the Organization

Heal the Bay is an environmental nonprofit group dedicated to making California coastal waters safe and healthy for people and marine life. We achieve our mission by using science, advocacy, community outreach, and public education to create positive change in our environment.

About the Role

We are seeking a driven and energetic person to help support the CEO while maintaining the highest level of professionalism. This is an exciting opportunity to be part of a mission-driven dynamic team devoted to preserving and protecting our local waterways.  The right candidate will work independently and handle a wide range of administrative and operational related tasks including ensuring the smooth management of our office’s daily activities and planning special events. This person is a problem-solver, has exceptional communication skills, and will be resourceful in building relationships across multiple departments. This position is full-time with excellent benefit package.

We strongly encourage applications from individuals that reflect the diversity of Los Angeles County, including but not limited to PoC, LGBTQIA and other traditionally underrepresented persons within the environmental movement.

Expectations & 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 senior staff.
  • Receive, review and prioritize incoming communication or memos on behalf of senior staff; summarize and/or distribute contents appropriately.
  • Schedule and attend meetings with the CEO, taking notes and recording minutes.
  • Arrange travel and accommodations.
  • Manage office equipment vendors.
  • Serve as Board liaison to the President.
  • Maintain office files; implement efficient systems for staff to access files and records.
  • Coordinate Staff enrichment days, trainings, and other events.
  • Assist Operations Director with staff tracking and communications
  • Ability to promote an organizational culture of equity and inclusion
  • Assist with special projects as assigned.

Required Skills and Abilities

  • Knowledge of office administration, clerical procedures, and recordkeeping systems.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Proficient with Microsoft Office Suite.
  • Ability to function well in a fast-paced environment.
  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.


  • At least five years of administrative and clerical experience required.
  • Experience with a CRM a plus


$54,080-$57,000 based on experience, plus an excellent benefit package and a positive work environment.

Hours: Full time. Some weekend and evening hours required.

How to Apply

Please submit cover letter and resume to Sylvie Makara, Office Manager. Please put “Office Manager” in the subject line.

Start Date: Early April 2020

Heal the Bay is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.