Executive Assistant

Talentify; Santa Monica (CA); On-site; USD 67,000 - 70,000; Full time

Job summary

Wise & Healthy Aging in Santa Monica, CA seeks an Executive Assistant to support the President and CEO, ensuring smooth administration and coordination across the organization.

In this role you will manage calendar, communications, donor records, and special events, while collaborating with senior staff on development and program activities. A strong, proactive, detail-oriented professional is essential.

Qualifications

• A bachelor’s degree is required.
• 3+ years in a similar role supporting C-level executives preferred.
• Strong communication, organization, and multitasking abilities.

Responsibilities

• Provide executive administrative support to the President and CEO.
• Coordinate grants and government contracts processes with the President/CEO.
• Support Board of Directors with materials, agendas and reminders.
• Maintain donor/database records and assist with special events.
• Draft donor acknowledgments and manage signatures.

Skills

Communication skills

Organizational skills

Attention to detail

Public interface

Education

Bachelor's degree

Tools

Word

Excel

Outlook

PowerPoint

Job description

Santa Monica - Santa Monica, CA 90401

Overview

Wise & Healthy Aging is committed to serving older adults at all stages of their lives, from pre-retirement through elder years, caregivers and their families, senior services organizations, and others who share our passion and commitment to making a difference in the lives of older adults. WISE & Healthy Aging has received numerous designations of excellence from Guide Star and GREATNONPROFITS and is nationally certified as a Great Place to Work.

If you want to join a great team, we offer a competitive salary and an exceptional benefits package. For employees who regularly work 30 or more hours per week, benefits include 80% company-paid medical, 100% company-paid dental, life, and vision (optional), a 401(k) plan with a competitive employer match, a Flexible Spending Account (FSA), 14 paid holidays, and a generous paid time off (PTO) plan.

Salary Range:

$66,560.00 - $70,000.00 Salary/year

Position Type:

Full-Time

Job Shift:

Day

Education Level:

4 Year Degree

Category:

Admin - Clerical

Description

Wise & Healthy Aging is committed to serving older adults at all stages of their lives, from pre-retirement through elder years, caregivers and their families, senior services organizations, and others who share our passion and commitment to making a difference in the lives of older adults. WISE & Healthy Aging has received numerous designations of excellence from Guide Star and GREATNONPROFITS and is nationally certified as a Great Place to Work.

I. POSITION DESCRIPTION

The Executive Assistant works closely with the President and CEO, emphasizing administration, support, and coordination. This individual is critical in ensuring the effective functioning of the President’s office and the broader organization. The Executive Assistant is expected to work with other senior staff to support communication, development, and program activities, including special events. The successful candidate applies critical thinking and problem-solving techniques to their work while maintaining high accuracy and professionalism. The Executive Assistant will be able to make a critical difference in a fast-paced environment within the organization.

II. PRIMARY RESPONSIBILITIES

• Executive administrative support: answer, screen, and direct incoming calls; compose and generate correspondence as required; calendar appointments; schedule and arrange meetings; and record and process incoming payment and donor checks.
• Private foundation grants and government contracts coordination: work with the President and CEO with the application process for private foundation grants and government contracts. Ensure the timely submission of the final product.
• Board of Directors support: Prepare materials, agendas, and reminders for Board of Directors meetings and committees, generate appropriate reminder phone calls or emails regarding meetings, and secure signatures for Board resolutions and other documents.
• Records and data management: maintain all Board and Foundation files and correspondences
• Special projects: support special events (e.g., fundraiser events), including invitation mailings, tracking responses, preparing event-related materials as needed, and staffing events when required.
• Maintain the donor database.
• Write donor acknowledgment letters, get necessary signatures, and send them.

III. ESSENTIAL JOB FUNCTIONS

• The ability to work collaboratively and effectively communicate with all levels of staff, community partners, board directors, clients, and donors.
• The ability to be proactive and anticipate needs.
• Provide administrative support on a variety of projects and tasks.

IV. OTHER RESPONSIBILITIES

• Maintain the agency's daily cash log
• Create badges for new and existing employees

V. POSITION QUALIFICATIONS

A bachelor’s degree is required. A minimum of three (3) years in a similar position providing support to C-level executives is preferred.

• Skilled in Windows 365: Word, Excel, Outlook and PowerPoint
• Ability to work with multiple databases
• Must be flexible, have excellent organizational skills, and be detail-oriented.
• Strong oral and written communication skills.
• Ability to work independently with multiple tasks.
• Ability to interface/relate well to the public, all levels of staff, and professional stakeholders.
• Ability to manage activities and multiple priorities within complex systems.
• Tolerance for ambiguity, uncertainty, and change.
• Ability to function in structured and unstructured environments.

VI. WORK ENVIRONMENT

The position is based in the agency headquarters in Santa Monica, California.

VII. DISCLAIMER

The job duties listed are not a comprehensive list and may change with or without the incumbent's consent. The job description is not an employment contract, and Wise & Healthy Aging reserves the right to modify the duties listed.