Administrative Assistant

Illumination Health + Home; Santa Ana (CA); On-site; USD 35,817 - 39,950; Full time

Benefits offered by this job

Medical Insurance funded up to 91%

Dental and Vision Insurance

401K with Company Matching

10 days vacation PTO/year

6 days of sick pay/year

Public Service Loan Forgiveness eligibility

Job summary

Illumination Health + Home in Santa Ana, CA is seeking an Administrative Assistant to the CEO who will provide crucial support for the efficient operation of the CEO's office. This role is vital for ensuring professional organization and workflow.

Candidates should possess strong skills in Microsoft Office, excellent communication capabilities, and at least three years of administrative support experience. Benefits include comprehensive medical insurance, PTO, and a 401K plan with matching.

Qualifications

• Minimum of three years of administrative support experience.
• Experience in a nonprofit or mission-driven environment preferred.
• Experience supporting a CEO or C-suite executive is a plus.

Responsibilities

• Manage the CEO's calendar and coordinate meetings.
• Assist with board-related administrative activities.
• Prepare meeting materials and record notes and action items.
• Oversee the day-to-day readiness of the corporate office.

Skills

Microsoft Office Suite proficiency

Excellent written and verbal communication

Organizational skills

Discretion with confidential information

Education

Associate degree or equivalent education

Job description

“Every person deserves compassion, dignity, and the safety of a place to call home.”

Homelessness is the largest social and public health crisis in California. Illumination Health & Home is a growing non‑profit organization dedicated towards disrupting the cycle of homelessness by providing targeted, interdisciplinary services in our recuperative care centers, emergency shelters, housing services and children's and family programs. IH+H currently has 13+ facilities with 22+ micro-communities scattered across Orange County, Los Angeles County and the Inland Empire.

Job Description

The Administrative Assistant to the CEO provides administrative and organizational support to the Chief Executive Officer, serves as a key partner in ensuring the efficient operation of the CEO's office, and assists with overseeing the corporate office to support a professional, organized, and well‑prepared workplace environment.

The pay range for this role is $26.00 - $29.00 per hour. In office role at our corporate office in Santa Ana, CA.

Responsibilities

Executive Support

• Manage the CEO's calendar, including scheduling meetings, appointments, and events.
• Coordinate meeting logistics and maintain an organized schedule.
• Screen and prioritize incoming emails, phone calls, and correspondence.
• Draft, edit, and prepare letters, reports, presentations, and other documents.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Track deadlines, action items, and follow-up activities on behalf of the CEO.
• Manage confidential information with discretion and professionalism.

Board and Governance Support

• Assist the CEO with board-related administrative activities as assigned.
• Coordinate board and committee meeting logistics.
• Prepare and distribute board packets, agendas, minutes, and supporting materials.
• Maintain board records, contact information, and governance documents.
• Track board action items and assist with follow-up communications.
• Support board member communications under the direction of the CEO.
• Assist with board orientation materials, annual board calendars, and meeting schedules.
• Provide administrative support for board retreats, strategic planning sessions, and special board events.

Meeting and Project Coordination

• Prepare meeting agendas, materials, presentations, and supporting documents.
• Attend meetings as requested and record notes, minutes, and action items.
• Follow up with staff regarding assignments and deadlines.
• Assist with special projects and organizational initiatives.

Corporate Office Oversight

• Assist with overseeing the day-to-day readiness and organization of the corporate office.
• Order, stock, and maintain office and meeting supplies to ensure adequate inventory levels.
• Coordinate food and beverage orders for meetings and office events as requested.
• Support and oversee meetings held at the corporate office, including room setup, supplies, refreshments, and follow-up needs.
• Communicate with internal staff, vendors, and service providers to support smooth office operations.

Qualifications

Required

• Associate degree or equivalent combination of education and experience.
• Minimum of three years of administrative support experience.
• Strong proficiency in Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Valid CA driver's license.

Preferred

• Experience working in nonprofit or mission-driven environment.
• Experience supporting a CEO, Executive Director, or C‑suite executive preferred.

Benefits

• Medical Insurance funded up to 91% by Illumination Foundation (Kaiser and Blue Shield), depending on the plan.
• Dental and Vision Insurance.
• Life, AD&D and LTD Insurance funded 100% by Illumination Foundation.
• Employee Assistance Program.
• Professional Development Reimbursement.
• 401K with Company Matching.
• 10 days vacation PTO/year.
• 6 days of sick pay/year.
• Potential eligibility for the Public Service Loan Forgiveness Program (PSFL) for federally qualified loans.