Job Description
Job DescriptionWe are looking for an experienced and highly organized Executive Assistant to support senior leadership within a mission-driven nonprofit in San Bernardino, California. This Long-term Contract position is ideal for a proactive individual who can balance executive support, project coordination, and day-to-day administrative operations with sound judgment and discretion. The right candidate will be comfortable managing changing priorities, maintaining accurate records, and helping leadership stay organized and prepared.
Responsibilities:
• Manage a dynamic executive calendar, adjusting appointments and priorities to keep leadership aligned with daily and long-range commitments.
• Coordinate business travel from start to finish, including itineraries, lodging, transportation, and related scheduling details.
• Prepare and submit expense documentation accurately and on schedule while keeping supporting records organized.
• Plan and facilitate meetings by arranging schedules, developing agendas, distributing materials, and ensuring follow-up items are tracked.
• Provide administrative support for special assignments and organization-wide initiatives as directed by executive leadership.
• Act as a central contact for communications, helping route information effectively between internal teams and external stakeholders.
• Partner with other administrative staff to maintain efficient office operations and consistent support across the organization.
• Organize confidential files, records, and documentation with a strong focus on accuracy, accessibility, and discretion.
• Improve and maintain administrative workflows that promote structure, consistency, and operational efficiency.
• Anticipate executive needs, prioritize competing requests, and respond to shifting deadlines with professionalism.• At least 2 years of experience in an Executive Assistant or senior administrative support position.
• Background providing direct support to executive-level leaders, such as a C-suite executive or Executive Director.
• Demonstrated ability to manage complex calendars and adapt to frequently changing priorities.
• Experience coordinating travel arrangements, executive meetings, and expense reporting.
• Strong organizational and project coordination skills with careful attention to detail.
• Clear written and verbal communication skills and the ability to interact professionally with varied audiences.
• Proficiency with Microsoft Word and Microsoft Excel.
• Ability to work independently while collaborating effectively in a structured team environment.