Executive Administrative Assistant

Colburn School; Los Angeles, California (CA, MO); On-site; USD 65,000 - 90,000; Full time

Job summary

Colburn School in Los Angeles seeks an Events Administrative Assistant to provide executive support to the Chief Marketing and Communications Officer and the Marketing and Communications Department. You will manage calendars, coordinate travel, prepare materials, and handle confidential matters with discretion.

The ideal candidate is organized, detail-oriented, and able to work independently in a fast-paced, mission-driven environment, balancing multiple priorities, building relationships with

Qualifications

• Minimum three years administrative assistant experience.
• Proficient in Microsoft Office and Adobe Acrobat.
• Experience with calendar management, travel arrangements, and meeting preparation.
• Ability to manage confidential information with discretion.
• Excellent written and verbal communication.

Responsibilities

• Manages calendar management, expense reporting, travel arrangements, correspondence, meeting preparation, office supply procurement, mail distribution, organizing filing systems, managing special projects and guest coordination.
• Plans, coordinates, and ensures the Chief Marketing and Communications Officer's schedule and priorities are effectively managed and executed.
• Keeps the Chief Marketing and Communications Officer informed of upcoming commitments, responsibilities, and emerging issues, following up as needed.
• Researches, prioritizes, and responds to sensitive and confidential matters, determining appropriate action, referrals, or responses.
• Conducts research and prepares, edits, and coordinates executive communications, presentations, correspondence, and meeting materials.
• Manages competing priorities with sound judgment, proactively resolving issues and ensuring timely completion of assignments, often under tight deadlines.
• Serves as a liaison between the Chief Marketing and Communications Officer, internal departments, Board Committees, and external stakeholders, fostering effective communication and ensuring timely approvals and follow-through.
• Supports Board Committee activities by coordinating meetings, preparing and distributing materials, maintaining compliance with applicable bylaws, and handling logistics with discretion and confidentiality.
• Builds and maintains effective relationships across the organization.
• Performs other duties as assigned.

Skills

Organizational skills

Interpersonal skills

Written and verbal communication

Meeting minutes

Discretion (confidential matters)

Problem-solving

Self-starter / independent work

Customer service

Time management

Tools

Microsoft Office

Adobe Acrobat

Outlook

Word

Excel

PowerPoint

Job description

Reporting directly to the Chief Marketing and Communications Officer, the Events Administrative Assistant / EA provides executive support and organization to the Marketing and Communications Department. The Executive Administrative Assistant organizes and coordinates executive outreach and internal and external relations efforts; and oversees unique assignments.

The right person for this role will be organized, creative, and enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple and possibly changing priorities. This person will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Duties and Responsibilities:

• Manages a wide range of administrative functions, including, but not limited to: calendar management, expense reporting, travel arrangements, correspondence, meeting preparation, office supply procurement, mail distribution, organizing filing systems, managing special projects and guest coordination.
• Plans, coordinates, and ensures the Chief Marketing and Communications Officer's schedule and priorities are effectively managed and executed.
• Keeps the Chief Marketing and Communications Officer informed of upcoming commitments, responsibilities, and emerging issues, following up as needed.
• Researches, prioritizes, and responds to sensitive and confidential matters, determining appropriate action, referrals, or responses.
• Conducts research and prepares, edits, and coordinates executive communications, presentations, correspondence, and meeting materials.
• Manages competing priorities with sound judgment, proactively resolving issues and ensuring timely completion of assignments, often under tight deadlines.
• Serves as a liaison between the Chief Marketing and Communications Officer, internal departments, Board Committees, and external stakeholders, fostering effective communication and ensuring timely approvals and follow-through.
• Supports Board Committee activities by coordinating meetings, preparing and distributing materials, maintaining compliance with applicable bylaws, and handling logistics with discretion and confidentiality.
• Builds and maintains effective relationships across the organization.
• Performs other duties as assigned.

Qualifications:

• Extremely strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, vendors, external partners, and donors.
• Expert-level written and verbal communication skills; ability to take meeting minutes; and create executive-level communications in Word and PowerPoint.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity and ability to handle ambiguity and change.
• Self-starter and highly resourceful team player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Positive attitude and ability to use tact, diplomacy, and discretion in handling confidential information.

Education and Experience Requirements:

• Minimum three (3) years administrative assistant or related experience
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and Adobe Acrobat
• Project coordination or project management experience a plus