Executive Assistant

System One; Los Angeles (CA); On-site; USD 55,000 - 85,000; Full time

Job summary

System One is seeking an Executive Assistant to support the Director and HR Manager at a well-known nonprofit agency serving the homeless community. The role emphasizes organized, discreet, and proactive management of daily priorities, meetings, travel, and communications.

The ideal candidate will have 3+ years of nonprofit executive support experience, a Bachelor’s degree or equivalent, and excellent written and verbal communication skills, with proficiency in Microsoft Office.

Qualifications

• 3+ years of experience as an Executive/Administrative Assistant in a nonprofit organization.
• Bachelor’s degree or equivalent combination of education and experience preferred.
• Strong organizational and time-management skills with the ability to prioritize competing demands.
• Experience supporting multiple members of senior leadership.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to handle confidential and sensitive information appropriately.
• Professional demeanor and strong interpersonal skills.

Responsibilities

• Provide administrative support to the Director, Associate Directors, and HR Manager.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare meeting agendas, reports, and executive documents.
• Attend meetings, take notes, and track action items.
• Coordinate communication between leadership, employees, and departments.
• Maintain confidential information with discretion.
• Support employee engagement, meetings, and events.
• Prepare spreadsheets and presentations in Microsoft Office.
• Assist leadership with special projects and data gathering.
• Coordinate travel arrangements and logistical needs.
• Coordinate company events and employee awards.
• Serve as liaison between executives and stakeholders.
• Identify administrative needs and improve efficiency.

Skills

Organizational skills

Time management

Communication skills

Discretion

Team collaboration

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

Job Description

Job Description

** Executive Assistant to leadership at a well-known non-profit agency**

** providing services to the homeless community**

** Position Summary:**
The Executive Assistant provides high-level administrative and operational support to the Director and HR Manager. This position serves as a key point of coordination, ensuring leaders are organized, informed, and supported in managing daily priorities, employee-related matters, meetings, communications, travel and departmental activities. The ideal candidate is highly organized, professional, discreet, proactive, and able to manage multiple priorities in a fast-paced environment.

** Key Responsibilities:**

• Provide comprehensive administrative support to the Director, (2) Associate Directors, and the HR Manager.
• Manage calendars, schedule meetings, coordinate appointments, and resolve scheduling conflicts.
• Prepare meeting agendas, presentations, reports, correspondence, and other executive documents.
• Attend meetings as needed, take accurate notes, and track action items and follow-up deadlines.
• Coordinate communication between leadership, employees, and other departments.
• Maintain confidential employee and organizational information with a high degree of discretion.
• Support employee engagement initiatives, meetings, training, events, and departmental programs.
• Prepare spreadsheets, reports, tracking logs, and presentations using Microsoft Office.
• Assist leadership with special projects, research, data gathering, and operational initiatives.
• Handle Director’s incoming calls, emails, correspondence, and inquiries professionally and appropriately.
• Coordinate travel arrangements, meetings, conference rooms, and other logistical needs when required.
• Coordinate company events, holiday parties, and employee awards.
• Serve as a professional liaison between executives, employees, vendors, clients, and other stakeholders.
• Identify administrative needs proactively and recommend ways to improve efficiency and organization.

** Skills, Experience, Education and Abilities:**

• 3+ years of experience as an Executive/Administrative Assistant in a non-profit organization.
• Bachelor’s degree or equivalent combination of education and experience preferred.
• Strong organizational and time-management skills with the ability to prioritize competing demands.
• Experience supporting multiple members of senior leadership.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Ability to handle confidential and sensitive information appropriately.
• Professional demeanor and strong interpersonal skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Ability to work independently while also functioning effectively as part of a team.
• Strong problem-solving skills and the ability to anticipate the needs of senior leadership.
• Ability to remain calm, flexible, and professional in a fast-paced environment.