Executive Assistant

Napa Valley Community Housing; California (MO); On-site; USD 68,000 - 72,000; Full time

Job summary

Napa Valley Community Housing in California is looking for a highly organized Executive Assistant to support the CEO in managing a busy schedule and multiple priorities. The ideal candidate will have at least 2 years of relevant experience and will be responsible for ensuring smooth operations through effective management of the CEO's calendar and important meetings.

This role includes event planning, handling administrative tasks, and maintaining confidentiality. Candidates with bilingual Spanish skills and a valid driver's license are preferred. Salary ranges from $68,000 to $72,000 based on experience.

Qualifications

• Minimum 2 years of experience in a similar role.
• Bilingual Spanish is a plus.
• Valid California Driver’s License and good driving record required.

Responsibilities

• Manage the CEO's calendar and prioritize meetings.
• Prepare agendas and take meeting minutes.
• Track follow-up items and address potential delays.
• Plan and manage logistics for events and offsites.
• Provide backup receptionist duties.
• Manage office supplies and coordinate repairs.
• Handle administrative tasks like mail and photocopying.

Skills

Strong communication skills

Attention to detail

Ability to multi-task

Experience with boards of directors

Superior software skills

Confidentiality

Experience in the nonprofit sector

Job description

The mission of Napa Valley Community Housing is to develop, preserve and manage affordable homes

Job Description

Summary:

Napa Valley Community Housing is seeking a highly organized critical thinker to be its Executive Assistant, partnering with the organization’s CEO to stay in control of a busy schedule with competing priorities. The Executive Assistant will take ownership of the CEO’s calendar and work with her to prioritize internal and external obligations. Acting as a project manager, the EA will shape the CEO’s workflow, tracking progress of high-stakes tasks, deliverables, and meetings for the organization’s leadership, external partners, board of directors, and elected officials.

While the position’s priorities and focus will be meeting the needs of the CEO, the Executive Assistant may be responsible for assisting other senior staff with administrative tasks. With a direct line to the CEO, the Executive Assistant has a unique opportunity to help shape the organization’s culture and path forward.

A successful candidate is a clear communicator with a professional demeanor, calm under stress, and able to make decisions and shepherd tasks and projects with minimal oversight. The ideal candidate anticipates the CEO’s needs, is tenacious and accountable.

Responsibilities

• Own the CEO’s calendar, scheduling meetings according to priorities as established in collaboration with CEO
• Prepare draft agendas and take minutes as required during team, management, executive, and board meetings
• Track meeting follow up items, raising potential delays and roadblocks to the CEO’s attention as necessary
• Assist in planning team, management, and board events and offsites, taking ownership of event logistics
• Perform receptionist duties as a backup to the organization’s part‑time administrative assistant
• Light facilities duties, including managing facilities vendors, stocking office and kitchen supplies, and coordinating repairs and maintenance on behalf of the CEO
• Light office administration, including tending to incoming mail, photocopying, scanning, and similar tasks

Skills and Competencies

• Strong communication skills, written and verbal
• Excellent attention to detail with a tenacious ability to perform effective follow‑ups
• Demonstrated ability to multi‑task and effectively navigate competing priorities on behalf of executive leadership
• Experience communicating directly with boards of directors and executive‑level staff
• Superior software skills with the ability to learn new tools quickly
• High regard for confidentiality; ability to handle sensitive and urgent matters discreetly
• Experience with the nonprofit sector

Qualifications

• 2+ years of experience in a similar role
• Bilingual Spanish is a plus
• Vehicle required with possession of a valid California Driver’s License, a good driving record and automobile insurance per requirements of the State of California

Additional Information

Based on experience the annual salary is $68,000 - $72,000

All your information will be kept confidential according to EEO guidelines.