Job Description
Job DescriptionWe are looking for an experienced Executive Assistant to provide high-level administrative support to the Executive Director of a non-profit organization in Oakland, California. This contract position offers an opportunity to play a key role in ensuring smooth operations by managing schedules, coordinating travel, and supporting executive meetings. If you thrive in a dynamic environment and excel at multitasking, this role is for you.
Responsibilities:
• Manage and maintain the Executive Director’s calendar, ensuring all appointments, meetings, and deadlines are organized and up-to-date.
• Arrange and book travel accommodations, including flights, hotels, and transportation, while adhering to budgetary guidelines.
• Coordinate complex travel itineraries and schedules to ensure seamless transitions during trips.
• Prepare for executive meetings by organizing agendas, materials, and follow-up documentation.
• Serve as the primary point of contact for scheduling and meeting coordination with internal and external stakeholders.
• Track and prioritize tasks to ensure the Executive Director’s objectives are achieved efficiently.
• Handle confidential information with discretion and professionalism.
• Provide administrative support for daily operations, including email management and document preparation.
• Identify and implement process improvements to enhance productivity and workflow.
• Collaborate with other team members to support organizational goals and initiatives.• A minimum of 3 years of experience as an Executive Assistant or in a similar administrative role.
• Proven expertise in managing executive calendars and scheduling complex meetings.
• Strong organizational skills with the ability to prioritize and multitask effectively.
• Demonstrated experience coordinating travel arrangements, including booking and itinerary planning.
• Excellent communication and interpersonal skills to interact with diverse stakeholders.
• High level of proficiency in Microsoft Office Suite and other relevant software tools.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Familiarity with the non-profit sector is a plus, though not required.