Executive Assistant

Executive Assistant to the CEO

The Assistant role is a unique role designed to work directly with the CEO to support the mission and staff of The Giving Spirit and represent its values when interacting with members and the community.

This position is a key link in supporting the efficient and smooth day-to-day operations of the organization. In the role as Executive Assistant, they will directly support and report to the CEO, and will have the primary responsibility of scheduling appointments, email correspondence, drafting documents, and conducting research. In addition to the main EA functions, the role includes overseeing program deliverables, timelines, and being a part of event planning and execution teams.

As part of a small team, we all support a variety of efforts and must be highly organized, detail-oriented, flexible, and have an entrepreneurial mind-set. This position is ideal for someone who can thrive in a fast-paced environment while not sacrificing quality and attention to detail. Must be a proven efficient communicator (both written and orally). This position is located in our West Los Angeles office.

Responsibilities

• Provides direct administrative support to the CEO, including email correspondence, and generation and distribution of memos, letters, spreadsheets, and forms
• Plans, organizes, and schedules meetings occurring in the office, offsite, and via video conference
• Conducts research (donors, grants, foundations, sponsors)
• Assists in the writing and editing of documents from letters to reports and presentations
• Oversees the office space and is a liaison with office support staff.
• Maintains, organizes and updates contact lists and Google shared-drive(s)
• Organizes events such as staff meetings, board meetings, visitors, etc. and schedules conference space as needed
• Prepares agendas for meetings and subsequent planning, such as coordinating luncheons/restaurant reservations for the CEO
• Prepares meeting notes and action item list for CEO and meeting participants
• Program oversight and timeline management for key projects, programs and events
• Assist in logistic and execution planning for all public and private events
• Work directly with sponsors, donors and senior volunteer leaders in executing events and special programs (impact, development and educational)
• Work with digital, communications and grant writing firm to advance organizational development efforts
• Must have excellent references and pass a background check
• The Giving Spirit is an Apple - iOS work environment

Minimum Qualifications

• Minimum two years Executive Assistant experience reporting to C-Suite
• Bachelor's degree or degree equivalent in related field
• Proficiency in all MS Office Applications
• Proficiency in scheduling software and Google for Business suite
• Proficiency in Canva, Adobe Photoshop is a plus
• Event planning experience highly preferred